Set Up an AI Chatbot for Website Lead Capture
Configure and embed a ClosingDealz AI chatbot that answers website questions, captures owner-defined lead fields, offers meeting times, and stores conversations.
Overview
The ClosingDealz AI chatbot is an embeddable conversational AI experience for website lead capture. It can answer questions using your instructions and knowledge files, collect fields you define, offer available meeting times, and store the AI-to-customer conversation with the lead.
The chatbot owner can review the transcript and captured fields in the lead overview or chatbot analytics.
Create and Configure the Chatbot
Choose a goal, tone, response brevity, and either basic or advanced instructions. In advanced mode, settings such as temperature and top p affect how responses are generated.
Write instructions that explain:
- What the business offers
- Which questions the chatbot should answer
- Which information it should collect
- When it should offer a meeting
- What it should say when information is unavailable
Test uncertain or out-of-scope questions before publishing.
Add a Knowledge Base
Upload PDF, Markdown, text, DOC, or DOCX files containing current information about services, pricing, policies, and frequently asked questions. ClosingDealz uses retrieval-augmented generation to retrieve relevant context for an answer.
Use clear file names and descriptions, remove outdated versions, and separate unrelated topics. If the chatbot should only answer from the uploaded material, enable the relevant knowledge restriction and test how it responds when the answer is absent.
Configure Lead Capture Fields
Choose the exact information the chatbot should collect. Supported options include first name, last name, email, phone number, other built-in CRM fields, and owner-defined custom fields. See Manage Leads for how captured information is stored.
For each field, define its purpose and whether it is required. Collect only information needed to understand the enquiry or evaluate your own qualified-lead criteria.
Captured values are shown with the lead record. The conversation transcript is also available to the chatbot owner in the lead overview and analytics.
Enable Meeting Scheduling
When scheduling is enabled, the chatbot can offer available time slots during the conversation. Configure:
- Meeting duration
- Minimum notice
- Maximum meetings per day
- Time-slot increment
- Buffers before and after meetings
- Booking window
- Assigned meeting user
- Optional video meeting link creation
Availability also depends on weekly hours, holidays, custom unavailable dates, internal meetings, and busy events from a connected Google Calendar. Follow Calendar Settings before testing chatbot booking.
Customize Appearance and Placement
Choose a widget, popover, or inline embed and configure its position, spacing, launcher, font, colors, header image, agent avatar, banner, and placeholder text. Make the launcher understandable without relying on animation.
Configure Privacy and Security
Available controls include approved-domain restrictions, conversation persistence and retention, a custom privacy-policy link, and an optional AI disclaimer. Configure these choices for your business and legal requirements before collecting real customer information.
Test, Publish, and Install
- Test common questions in the playground.
- Test questions the knowledge base cannot answer.
- Verify every configured lead field.
- Test booking rules and calendar conflicts.
- Save and publish the intended version.
- Set the chatbot live.
- Copy the widget script into the website
<body>. - Test the production page on mobile and desktop.
Playground conversations are for testing; confirm production behavior through the installed widget.
Review Conversations and Analytics
Chatbot analytics can show sessions, messages, captured leads, lead conversion, related deals, attributed deal values, token and credit usage, and individual conversation timelines. Use actual conversations to find unanswered questions, confusing prompts, and fields visitors regularly skip.
Do not treat every session as a qualified opportunity. Review the captured context and apply criteria appropriate to your offer and sales process.
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