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Lead collection allows you to capture contact information and custom data from visitors during chatbot conversations. SiteGPT provides industry-specific templates with pre-configured fields and intelligent triggers, or you can build completely custom lead forms.

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How it works

Intent-based

When users show interest through specific keywords (pricing, demo, consultation, etc.)

Unable to answer

When the chatbot can’t find a relevant answer

After X messages

Automatically after a set number of conversation exchanges

Booking integration

Seamlessly collect information before scheduling appointments

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Lead settings hierarchy

SiteGPT provides two ways to configure lead collection, with the advanced settings taking priority: Located at Leads > Settings, these provide:
  • Industry-specific templates with pre-configured fields
  • Custom form builder with unlimited fields
  • AI-powered collection triggers
  • Booking system integration
  • Email notifications
When to use: For full control over lead collection with industry templates, custom fields, and intelligent triggers.

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Basic user data settings (Legacy)

Located at Settings > User Data, these provide:
  • Simple email, name, and phone collection
  • Basic collection modes (mandatory, optional, do not collect)
  • Limited customization
When to use: Only for backward compatibility or very simple use cases. If advanced lead settings are enabled, they take priority over these basic settings.
If you configure advanced lead settings, those will be used instead of the basic user data settings. The basic settings are maintained primarily for backward compatibility.

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Setting up lead collection

1

Navigate to leads settings

Go to your chatbot dashboard and click Leads > Settings for advanced configuration.
2

Enable lead collection

Toggle Enable Lead Collection to activate the feature.
3

Choose basic contact fields

Select which basic fields to collect:
  • Email (always required for lead identification)
  • Name (optional)
  • Phone (optional)
4

Select an industry template or go custom

Choose from 10 industry-specific templates or select “Custom” to build your own form from scratch.
5

Configure collection triggers

Choose when to collect leads:
  • When user shows interest (recommended) - Based on keywords
  • When unable to answer - When chatbot can’t help
  • After X messages - Static form after set number of exchanges
6

Set up booking integration (optional)

Connect Calendly, Acuity, or other booking systems for appointment scheduling.
7

Configure email notifications

Add email addresses to receive notifications when new leads are captured.

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Industry templates

SiteGPT provides 10 pre-configured industry templates with optimized fields and trigger keywords:
Pre-configured for dental practices with fields for phone, preferred appointment time, and insurance provider. Includes keywords like “appointment”, “toothache”, “cleaning”, “emergency”.
HVAC Services
Optimized for heating/cooling services with fields for phone, service address, and service type. Triggers on “repair”, “installation”, “AC”, “furnace”, “emergency”. Legal Services
Designed for law firms with fields for phone, company, case type, and urgency level. Triggers on “consultation”, “lawyer”, “case”, “lawsuit”, “legal advice”. Real Estate
Built for realtors with fields for phone, interest type (buying/selling/renting), location, and budget range. Triggers on “property”, “house”, “buy”, “sell”, “mortgage”. Automotive
For auto repair and dealerships with fields for phone, vehicle details, and service needed. Triggers on “repair”, “service”, “maintenance”, “oil change”, “brakes”. Healthcare
Medical practices template with fields for phone, date of birth, insurance, and reason for visit. Triggers on “appointment”, “symptoms”, “doctor”, “insurance”, “urgent”. SaaS/Software
Software companies template with fields for company name, job title, company size, and use case. Triggers on “demo”, “trial”, “pricing”, “features”, “API”. E-commerce
Online stores template with fields for phone, business name, order type, and special requirements. Triggers on “order”, “shipping”, “bulk order”, “wholesale”, “custom”. Consulting
Professional services template with fields for phone, company, project scope, and timeline. Triggers on “consultation”, “strategy”, “proposal”, “project”, “expertise”. Custom
Build your own form from scratch with complete control over fields, triggers, and booking integration.

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Custom fields (Custom template only)

When using the Custom template, you can create unlimited custom fields:

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Field types

  • Text - Short text input
  • Email - Email address with validation
  • Phone - Phone number with formatting
  • Textarea - Multi-line text area
  • Select - Dropdown with predefined options

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Creating custom fields

  1. Select “Custom” as your industry template
  2. Click Add Field in the Custom Form Fields section
  3. Configure the field:
    • Display Label: What users see
    • Field Name: Internal identifier (auto-formatted)
    • Field Type: Choose from text, email, phone, textarea, or select
    • Required: Toggle whether field is mandatory
    • Placeholder Text: Hint text inside the field
    • Options: For select fields, enter options (one per line)
  4. Click Add Another Field to create more fields
  5. Reorder fields by dragging (if needed)

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Collection triggers

Choose when your chatbot should attempt to collect lead information: The AI detects intent based on keywords in the conversation. This is the most natural and least intrusive method. For industry templates: Keywords are pre-configured (e.g., “appointment”, “pricing”, “demo”) For custom template: Define your own trigger keywords separated by commas (e.g., “pricing, demo, consultation, quote, appointment”)

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When unable to answer

The chatbot collects lead information when it cannot find a relevant answer in your training data. This helps you:
  • Capture leads even when content is missing
  • Identify gaps in your knowledge base
  • Connect users with human support

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After X messages (Static form)

Display a lead collection form automatically after a set number of conversation exchanges (1-20 messages). This is a more aggressive approach that guarantees lead collection but may feel less natural. Note: When using this trigger, custom keywords are not used since the form appears automatically.

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Booking integration

Connect your scheduling system to allow visitors to book appointments directly through the chat.

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Supported platforms

  • Calendly
  • Acuity Scheduling
  • Bookly
  • Google Calendar (via iframe)
  • Outlook Calendar (via iframe)
  • Any iframe-compatible booking system

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Setting up booking

  1. Enable booking in your lead settings (available for most industry templates)
  2. Enter your booking system URL (e.g., https://calendly.com/your-username)
  3. The chatbot will automatically display the booking widget after collecting lead information
  4. The widget is optimized for size and appearance within the chat interface

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Email notifications

Get notified immediately when new leads are captured:
  1. Toggle Enable Lead Notifications in the settings
  2. Add email addresses (comma-separated or use the Add button)
  3. Notifications include:
    • Lead contact information
    • All custom field data
    • Link to view full conversation
    • Timestamp of capture
If no emails are provided, notifications are sent to default recipients (chatbot owner).

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Managing leads

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View all leads

Access your leads from the dashboard:
  1. Go to Leads in the sidebar
  2. View the complete list of captured leads
  3. Filter by date or search for specific leads
  4. Click on any lead to view full details

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Lead details

Each lead shows:
  • Contact information (email, name, phone)
  • All custom field responses
  • Full conversation transcript
  • Capture date and time
  • Booking information (if applicable)

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Integration with other tools

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CRM integration via Zapier

Automatically send leads to your CRM:
  1. Set up Zapier integration
  2. Create a Zap with “New Lead” trigger
  3. Connect to your CRM (HubSpot, Salesforce, Pipedrive, etc.)
  4. Map SiteGPT fields to CRM fields
  5. Activate the Zap

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Email marketing

Add leads to your email list:
  1. Use Zapier or webhooks
  2. Connect to Mailchimp, ConvertKit, or ActiveCampaign
  3. Automatically add new leads to campaigns
  4. Segment based on custom fields

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Webhooks

Receive real-time lead notifications: 
{
  "event": "lead.captured",
  "chatbotId": "your-chatbot-id",
  "leadId": "lead-123",
  "data": {
    "name": "John Doe",
    "email": "john@example.com",
    "phone": "+1234567890",
    "company": "Acme Inc",
    "customFields": {
      "industry": "Technology",
      "employees": "50-100"
    }
  },
  "timestamp": "2024-01-15T10:30:00Z"
}
Learn more in the Webhooks documentation.

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Best practices

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Choose the right template

Start with an industry template if available - they’re optimized with proven fields and keywords for your business type.

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Use intent-based triggers

The “When user shows interest” trigger provides the most natural experience and highest conversion rates.

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Keep forms short

Only collect information you actually need. Email is always required, but make other fields optional when possible.

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Explain the value

Let users know what they’ll get in return (free consultation, quote, appointment, etc.).

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Test your keywords

If using custom triggers, test different keyword combinations to find what works best for your audience.

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Enable booking for service businesses

If you schedule appointments, booking integration dramatically improves conversion by removing friction.

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Set up notifications

Configure email notifications so your team can respond to leads quickly.

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Respect privacy

  • Be transparent about data usage
  • Provide a privacy policy link
  • Comply with GDPR and other regulations
  • Only collect data you need

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Troubleshooting

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Low conversion rates

If few users are providing information:
  • Switch to “When user shows interest” trigger instead of “After X messages”
  • Reduce the number of required custom fields
  • Try a different industry template
  • Test your trigger keywords
  • Ensure your value proposition is clear

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Leads not being captured

If leads aren’t appearing in your dashboard:
  • Verify Enable Lead Collection is toggled on
  • Check that at least email collection is enabled
  • Test the flow yourself in an incognito window
  • Verify your trigger keywords match user queries (for intent-based)

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Booking integration not working

If the booking widget isn’t displaying:
  • Verify the booking URL is correct and publicly accessible
  • Ensure the URL supports iframe embedding
  • Test the URL directly in a browser
  • Check that booking is enabled in your template settings

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Email notifications not sending

If you’re not receiving lead notifications:
  • Verify Enable Lead Notifications is toggled on
  • Check that email addresses are correctly formatted
  • Look in spam/junk folders
  • Verify emails were saved (check the hidden input field)

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Example configurations

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Dental practice

Template: Dental Clinic
Trigger: When user shows interest
Keywords: (pre-configured)
Fields: Phone, Preferred Time, Insurance
Booking: Enabled (Calendly)

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SaaS company

Template: SaaS/Software
Trigger: When user shows interest  
Keywords: (pre-configured)
Fields: Company, Job Title, Company Size, Use Case
Booking: Enabled (Calendly for demos)

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Custom consulting business

Template: Custom
Trigger: When user shows interest
Keywords: consultation, quote, pricing, hire, project
Custom Fields:
  - Budget Range (select)
  - Project Timeline (select)
  - Industry (text)
Booking: Enabled (Acuity)

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Next steps

Human support

Combine lead collection with escalation

Webhooks

Set up real-time lead notifications

Zapier

Automate lead workflows

Conversations

View lead conversations
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