Leads

A lead is an enquiry that arrived through a connected integration (Email or WhatsApp). Leads are created only by integrations, so you cannot create or edit one yourself. Each lead belongs to the branch the integration is connected to. Review leads promptly and either convert them into contacts or delete them.

How a lead is created

AvaroAI collects each sender’s messages and waits until the sender has been quiet for about 30 minutes. It then creates a lead for that sender, or adds the messages to the sender’s existing pending lead, so a conversation of several messages becomes one lead.

AI reads the conversation and fills in what it can find: name, title, email, phone, company, address, country, property requirements, price range, whether they want to buy or rent, and notes. This analysis uses credits. If the organization has no credits available, the lead still arrives with its transcript, but without extracted details.

An email lead always has the sender’s email address, and a WhatsApp lead their phone number. Messages are only received: AvaroAI never replies from your mailbox or WhatsApp number, so reply through the service the enquiry arrived on.

Messages that do not become leads

Messages from someone who is already a contact of the branch are not turned into leads. This applies when the sender’s phone number or email address matches a contact in that branch, or when an earlier lead from the same sender has been converted there. AvaroAI discards those messages, so follow them up through the service they were sent on. A person who is a contact of another branch still becomes a lead in this one.

Email that is not an enquiry is also skipped: automatic replies and bounces, email from your own users or organization, and email from shared or no-reply senders such as noreply@ or wordpress@, or from your website’s domain, which would merge different people into one lead. If your website’s enquiry form sends from such an address, set it to put the enquirer’s address in Reply-To.

Review leads

Open Leads to see the current branch’s leads. Pending leads appear first, then converted ones, each with the most recent message first. Search by name, email, or phone number; enter phone numbers without spaces or the leading 0. Select a lead to see its extracted details, notes, and full message transcript.

Convert a lead

Select Convert to create a contact from a pending lead. The dialog copies the details already found in the transcript and asks only for the missing ones: the responsible user, title, name, email, country, and Interest, and whether to track the contact.

The new contact is created in the lead’s branch with its details, requirements, Buy and Rent choices, price range, address, company, and notes. Its Referral channel is set to the integration’s name, and it is not shared with connected organizations.

As with creating a contact, converting needs available credits and no outstanding billing issue. Converting does not ask for your organization’s contact custom fields, even required ones, because you may not have those details yet. Afterwards, AvaroAI opens the new contact. Review it and complete anything else it needs. The contact cannot be saved again until its required custom fields are filled in.

Delete a lead

Delete a lead when the enquiry is not worth keeping, or to remove a converted lead’s details and message transcript. Archiving a contact keeps the leads converted into it. Deleting a lead is permanent and cannot be undone.