Requirements
To use this Workflow Recipe, you’ll need:
- Inbox Pro - AI-Assisted Web Chat Lead Capture & SMS Messaging bundle
- The chat widget installed on your website: The widget must be active to capture leads directly from your site.
Setup Video
Coming soon!
Overview
Imagine a potential customer reaches out through your website’s chat. They’re interested in learning more about your services, and this is your moment to make a positive first impression. But in a busy day, it’s easy for inquiries to get delayed or even missed. The Web Chat Lead Engagement Workflow Recipe is here to help, automating those first steps in lead management so you can stay responsive without lifting a finger.
This “set it and forget it” workflow starts when Web Chat captures a lead, it then sends a prompt confirmation to the lead, and schedules follow-up tasks for you—all while running quietly in the background. Once enabled, this recipe not only organizes new leads but also keeps your team on track with friendly reminders, ensuring no lead goes overlooked.
Workflow Summary
Each time a lead is captured in Inbox Pro AI Webchat, this workflow follows a structured process:
- Tagging the Contact:
The contact is automatically tagged upon capture, making it easy to organize and track each lead in your CRM. - Sending an Immediate Confirmation:
Depending on the contact information provided, the workflow sends a confirmation via SMS or email. This immediate response reassures the customer that their inquiry was received and that a team member will follow up shortly. Optional: The message content can be customized to reflect your brand’s tone and personality. - Creating a Follow-Up Task in CRM:
A follow-up task is automatically generated in your CRM, making sure that each lead has a dedicated next step. This task helps keep your team organized, allowing you to respond when you’re ready while knowing every lead has a structured follow-up. - Automated Reminders for Uncompleted Tasks:
The workflow includes two automated reminders to ensure no task is left incomplete:- First Reminder: After one business day, if the task remains open, a reminder is sent to prompt action. This ensures leads don’t wait too long for follow-up.
- Second Reminder: Another business day later, if the task is still open, a second reminder is triggered, providing an extra nudge to keep follow-ups timely.
Why This Matters
Leads contacted within minutes rather than hours or days are far more likely to convert. By automating these initial responses and follow-up reminders, this workflow recipe helps you capture interest when it’s highest. It’s perfect for small teams or busy entrepreneurs who want reliable lead engagement with minimal maintenance.
Helpful Tips
- Personalize Confirmation Messages: Customize the SMS or email text to give each confirmation a personal touch that reflects your brand.
- Review CRM Tasks Regularly: While the workflow keeps you covered, it’s helpful to check your CRM tasks regularly to ensure that you’re reaching out to every new lead personally.
With the Web Chat Lead Engagement Workflow Recipe, you’re setting up a simple yet powerful system for lead engagement that runs automatically. Enable it once, and rest assured that each new lead is given the attention it deserves.