How to Use the Lead Capture Tool

June 8th, 2023

Lead capture is a customizable and intuitive chatbot designed for service-oriented websites. With more and more people interacting with businesses virtually, adding automated website lead capture capabilities is a great way to connect with your web visitors and capture interest in your business. When someone visits your website, Ruby’s lead capture chatbot will initiate a conversation, gather contact information from new clients/patients, and email it to you directly for follow up.

Table of Contents

Managing Conversations                   
Your lead capture tool has been set up with a basic flow, which will gather and send lead information to you and direct any current clients to call your office for assistance. However, you’re welcome to customize it to fit your specific business needs. It can answer frequently asked questions, collect detailed intake information, relay information about your business, and much more! 

There are 3 ways to add a question to your automated lead capture:

  • Scroll to the bottom of your flow and choose from the “Add a…” button options
  • Hover between two questions and click the button to add a question to the middle of a flow 
  • Click Duplicate at the bottom of an existing question to create a copy of it to modify

Choose which type of question you would like to add:

Question. A basic question/answer format.

Multiple Choice Question. Define a set of multiple-choice options for your web visitor to choose from. You can then route them to a specific flow based on their answer.

Statement. A remark that doesn’t require an answer from the web visitor.

Branching & Flow               
It’s easy to reorder your questions by dragging and dropping them up or down in the conversation. 

In the Branching section, you can also modify the flow of the conversation by specifying which question or statement should come next.

For Multiple Choice questions, you can route the conversation to a different branch (or set of questions) based on the answer provided by the web visitor.

Field Types & Validation        
When requesting information from leads, use the Field Type and Validation Error Message fields to ensure you’re able to capture valuable data from your web visitors. You can specify that you would like the visitor’s response to be an email address, phone number, date or time, etc. As an example, if you select “Email” as the field type, and the visitor’s response does not include an email address, they will be re-prompted to submit an email address by your customized Validation Error Message.

Variables             
Variables allow you to make interactions friendly and personable by referencing answers visitors have provided during their conversation. Click the {v} button to insert a visitor’s answer to a previous question. 

Customize Your Lead Capture’s Appearance            
Use the Settings tab to customize your tool’s appearance. Choose the color, position on your website, and add a call to action to engage your web visitors. Use the Preview area to see any changes you make in real time!

Autosaving, Testing, & Publishing            
Your modifications will automatically be saved as you work. You can see when your last draft was saved in the top-right corner of the screen. 

Before you publish your changes, use the Test button to try it out! The Test button will launch your current draft so that you can interact with it as a web visitor would. 

Any changes you make will not be live on your website until you publish them. Click the Publish button in the top-left corner to publish your changes to your conversation flow.

Notifications           
If you'd like a colleague to be able to access your account, you can add them as a user by clicking the Gear icon on the left menu to see the Settings, and then Team. All team members are automatically copied on lead notifications. 

If you don't want someone to have access to your account but would like them copied on the lead notifications, you can alternatively add them as a recipient in the Notifications tab.

You're allowed a combined total of 3 users or recipients with a free account. (Feel welcome to delete the "Ruby Setup" team member to free up an additional slot!)

Setting Up a Custom Site to Host Your Lead Capture Tool           
If you don’t have a website already, or would like to host your lead capture tool on a separate page, you can set up a basic website in the Hosted tab. 

In the Hosted tab, you can customize your site’s URL, add an image, title, and body text. You can also choose where you’d like your chatbot to appear on the page, as well as the background color and font.

Once you’ve set up your site, copy the URL and share it as needed. You can even add it to your email signature or marketing materials!

Tips for Getting the Most Value Out of Your Lead Capture Capabilities

  • Keep your website visitors’ experience in mind when deciding to allow them to skip a question (found in the Advanced Options of each question). Depending on the question, not allowing them to decline to provide a certain piece of information may cause frustration and lead to them abandoning the conversation. 
  • Consider modifying the time in the “Delay before this item is displayed” setting to allow your conversation to flow more naturally. This setting is found in the Advanced Options of each question.
  • Follow up on your emailed leads as promptly as possible! If you have a sales team, set them up to be copied on your emailed leads. 
  • Take advantage of the Branching feature! If the visitor gets to the end of the flow, add a question asking if they would like additional assistance and loop them back to an earlier multiple-choice question to go through an additional flow.
  • Use the Test button to thoroughly test all of your flows before publishing to make sure your conversation doesn’t have any dead ends.

Upgrading to ArtiBot Pro          
You’re welcome to upgrade your account to a paid pro account should you choose. We're still working on integrating our billing systems so this service will be billed separately from your Ruby service.