Collect leads with Zapier Chatbots

Beta

Zapier Chatbots is a beta product. It’s available for use, but still in active development and may change.

 

You can use the Collect leads action to request information from the person chatting and store it in a table. Using Zaps, you can then send this information to other apps.

Note
This action is only available on paid Chatbots plans.

 

How does this action work?

The chatbot will ask the user for this information directly within the conversation. Once the user answers, all collected information be saved to a table, and the chatbot will continue answering the user's question. The user can also request to skip the information collection, and the conversation will continue.

You can then set up a Zap to submit the collected information to other apps, such as a CRM.

The way you set it up depends on the Chatbots plan you use.

Premium plan

Create the Collect lead action

  • From the Chatbots dashboard, click the name of the chatbot.
  • Click the Actions tab. 
  • Click Collect leads.

You must define when the chatbot will ask for the information and what information it will request.

 

When to request information

Use the Collect this info dropdown menu to define when the chatbot will ask for information:

  • At the beginning of the conversation: The chatbot will ask on the first interaction.
  • After a few messages: The chatbot will wait until the conversation is established before collecting information. This may happen after 2-5 messages being exchanged, depending on which ChatGPT model you're using. 
  • When certain keywords are used: The chatbot will only ask for information if any of the selected keywords is used. Learn more about using keywords.

 

Use keywords to collect information

If you select the option "When certain keywords are used", you can define the keywords that can trigger the action. You can add multiple keywords, such as different product names. Bear in mind that:

  • You can add up to 10 keywords.
  • Keywords are not case-sensitive.
  • The chatbot will also trigger for similar words. For example, if you use the keyword "prices", it will also trigger for "pricing" and "price" and related terms.

To add a new keyword:

  • From the Actions tab of your chatbot, click the Trigger this action when the user says… text field.
  • Enter your keyword or phrase.
    • (Optional) You can add more keywords by clicking + Add keyword.
  • Click Create action

To remove a keyword:

  • Click the delete icon beside the keyword you want to remove.

 

What information the chatbot asks for

In the Premium plan, you can choose from the following pre-made information fields:

  • Name
  • Email
  • Phone
  • Company

Clear the checkbox beside fields you do not want the chatbot to collect.

Advanced plan

Create the Collect lead action

  • From the Chatbots dashboard, click the name of the chatbot.
  • Click the Actions tab. 
  • Click Collect leads.

You must define when the chatbot will ask for the information and what information it will request.

 

When to request information

Use the Collect this info dropdown menu to define when the chatbot will ask for information:

  • At the beginning of the conversation: The chatbot will ask on the first interaction.
  • After a few messages: The chatbot will wait until the conversation is established before collecting information. This may happen after 2-5 messages are exchanged, depending on which ChatGPT model you're using. 
  • When certain keywords are used: The chatbot will only ask for information if any of the selected keywords is used. Learn more about using keywords.

 

Use keywords to collect information

If you select the option "When certain keywords are used", you can define the keywords that can trigger the action. You can add multiple keywords, such as different product names. Bear in mind that:

  • You can add up to 10 keywords.
  • Keywords are not case-sensitive.
  • The chatbot will also trigger for similar words. For example, if you use the keyword "pricing", it will also trigger for "prices", "price", and related terms.

 

To add a new keyword:

  • From the Actions tab of your chatbot, click the Trigger this action when the user says… text field.
  • Enter your keyword or phrase. (Optional) You can add more keywords by clicking + Add keyword.
  • Click Create action

To remove a keyword:

  • Click the delete icon beside the keyword you want to remove.

What information the chatbot ask for

If you're on the Advanced plan, you can create up to 10 custom information fields. The chatbot will have four prefilled fields:

  • Name
  • Email
  • Phone
  • Company

You can edit those fields, or add more.

 

To edit an existing field:

  • From the Actions tab of your chatbot, scroll down to the Fields section.
  • Click an existing field to edit the current content.

To add new fields:

  • In the Fields section, click + Add field. A new field will appear.
  • Click the dropdown menu beside the text field to select the field type: text, email or phone number. These will determine how the content is formatted in the table field.
  • Enter the field title in the text field.

To delete a field:

  • Click the delete icon beside the field you want to remove.
Note
  • You can create up to 10 custom information fields.
  • The field title will be used in context, so you do not need to worry about capitalization.

 

Send the information to other apps

When you use the "Collect lead" action, the chatbot stores the information in Zapier Tables, which you can send to other apps with a Zap. This allows you to pass the lead data to your sales team or automatically send them a newsletter or coupon via email, for example.

Learn how to set up a Zap that triggers from Zapier Tables.

 

Automate more with Zapier

Looking to improve your business using Chatbots and other Zapier products? The Zapier Blog suggests some use cases for this action.

 

 

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