# How to set up chatbot lead capture

URL: https://instantknowledgebot.com/guides/set-up-chatbot-lead-capture  
Last updated: 2026-10-14

> To set up chatbot lead capture in InstantKnowledgeBot, open the bot's Leads tab, switch on Ask visitors for their contact details, choose when the form appears (when they're interested, after a few messages, or before the chat), pick the fields, write the form text and save. Leads are emailed to you with the conversation and tracked in the dashboard; lead capture is on Pro and Agency and in the free trial.

**Chatbot lead capture** turns visitors who want to book, buy, get a quote or talk to someone into contact details you can follow up. In InstantKnowledgeBot it takes about two minutes to set up: choose when the form appears, which fields to ask for and what it says. This guide covers each setting, how leads reach you, and how to test it.

## What do you need before you start?

- **A bot** created from your documents. If you don't have one yet, [sign up free](/signup) and create one; your first bot starts a 14-day Pro trial with lead capture included, no card needed.
- **Pro or Agency**, or an active trial. On other plans, the **Leads** tab shows a lock and a link to compare plans on the [pricing page](/pricing).

## Step 1: Where are the lead capture settings?

Open your bot and go to the **Leads** tab. You'll see **Lead capture settings** and the bot's recent leads. Switch on **Ask visitors for their contact details**.

If you started from an industry template, lead capture may already be configured with a sensible preset, such as "Book a visit" for dentists or "Request a consultation" for law firms. Review it before going live.

## Step 2: When should the bot ask?

Under **When should the bot ask?**, choose one:

| Option | Behaviour | When to use it |
|---|---|---|
| **When they're interested** (recommended) | The bot offers the form when someone wants a quote, a booking, to buy or to talk to a human. | Most businesses. Visitors get answers first, and the form appears at the moment of intent. |
| **After a few messages** | The form appears after the number of messages you set (1 to 10). | Longer research journeys, such as courses or B2B services. |
| **Before the chat** | Visitors share their details first. | When every conversation should be a lead. Expect the most leads but fewer conversations. |

With **When they're interested**, the bot writes its normal helpful reply and the form appears below it. The bot never asks for emails or phone numbers in its own text; the form handles that.

## Step 3: Which fields should you collect?

Under **Fields**, choose what to ask for:

- **Email**: always collected.
- **Name**: optional.
- **Phone**: optional. Turn it on if you call leads back.
- **Their message**: optional. Useful for booking details, such as dates or party size.

Ask for as little as you need. Each extra field lowers how many people complete the form.

## Step 4: What should the form say?

Write three short pieces of text:

1. **Form title**, for example "Book a viewing" or "Request a callback".
2. **Prompt**: what happens next, for example "Leave your details and we'll call you within one business day."
3. **Thank-you message**, for example "Thanks! We'll be in touch shortly."

Be specific about the next step and when it will happen. For sensitive industries, add a privacy note; the clinic template's prompt says "Please don't include medical details here."

## Step 5: How do leads reach you?

Keep **Email me each new lead** on to get an email for every lead, with the lead's details and the last few messages of the chat. Then click **Save lead capture**.

Every lead also appears in your dashboard, in the bot's **Leads** tab and the all-bots leads inbox, where you can:

- **View the conversation** that led to it.
- **Set a status:** new, contacted, qualified, won or lost.
- **Add notes.**
- **Reply by email** or **call** straight from the lead.
- **Export to CSV** for your CRM or email tool.

## Step 6: How do you test lead capture?

1. Open the **Test** tab, or your website.
2. Ask a general question. The form shouldn't appear (with the "interested" trigger).
3. Now write something with intent, such as "I'd like to book an appointment next week."
4. Check the form appears after the reply, then fill it in with your own email.
5. Confirm the lead email arrives and the lead shows in the dashboard.

## How do you get more and better leads?

- **Answer well first.** Visitors who get a good answer are more willing to share details. Keep your documents complete.
- **Match the trigger to the buying journey.** Quick decisions suit "interested"; long research suits "after a few messages".
- **Follow up fast.** The lead email arrives instantly; aim to respond the same day.
- **Read lost leads' conversations** to spot unanswered questions and objections.

## How do you write a good lead form prompt?

Compare two prompts:

- **Vague:** "Contact us."
- **Specific:** "Leave your number and the best time to call. We reply within one business day."

The specific version tells visitors what will happen and when, which makes it easier to say yes. Mention what they get (a callback, a quote, a course guide, a free trial), and keep it to one or two sentences.

## Can you capture leads without a form?

Visitors sometimes type their email or phone number straight into the chat. Those details are stored in the conversation, which you can read in the **Conversations** tab, but they don't create a lead record. The form is the reliable way to capture leads, because it collects details in a consistent format, triggers the email notification and adds the lead to your pipeline.

## Which industries use which presets?

The [templates](/templates) include lead capture presets tuned per industry:

- **Dental:** "Book a visit" (name, phone), on intent. See [chatbots for dentists](/solutions/ai-chatbot-for-dentists).
- **Real estate:** viewing and valuation requests, on intent. See [real estate chatbots](/solutions/ai-chatbot-for-real-estate).
- **Education:** "Get the course guide" after three messages.
- **Restaurants and hotels:** reservation, event and booking requests.

For the strategy behind it, read [lead generation chatbots](/solutions/lead-generation-chatbot). If your bot isn't on your site yet, start with [add an AI chatbot to a website](/guides/add-chatbot-to-html-website).

## Frequently asked questions

**Which plans include chatbot lead capture?**

Pro and Agency. You can also use it during the free 14-day Pro trial that starts when you create your first bot, with no card.

**Is email always required on the lead form?**

Yes. Email is always collected. Name, phone and a message field are optional, and you choose which to show.

**Can I stop the lead notification emails?**

Yes. Turn off Email me each new lead in the bot's lead capture settings. Leads still appear in the dashboard.

**What happens to leads if I downgrade?**

Lead capture switches off on plans that don't include it, so new leads stop being collected. Your bots keep working and answering questions.

**Can I export leads?**

Yes. On plans with CSV export (Pro and Agency), you can export leads as CSV for a CRM or email tool.