WhatsApp Lead Capture
Automatically capture leads from WhatsApp messages using keyword triggers and contact information.
Overview
Set up automated lead capture from WhatsApp messages by configuring keywords that trigger lead creation when contacts message your connected WhatsApp account.
Prerequisites
- WhatsApp account connected to Raion Hub
- Active WhatsApp Business account recommended
- Lead sources created in Lead Bank
Keyword Setup Process
Add New Lead Capture Keyword dialog showing configuration options.
Adding Keywords
Setup Steps
- Go to WhatsApp → Account Manager
- Scroll to Lead Capture Keywords section
- Click ”+ Add Keyword” button
- Configure keyword settings:
Keyword Configuration
| Field | Description | Example |
|---|---|---|
| Keyword | Trigger word (case-sensitive) | PRICING, DEMO, INFO |
| Lead Source | Destination for captured leads | Website Inquiries, Product Demo |
| Assign to myself | Auto-assign leads to you | âś… Checked = Direct assignment |
Direct Assignment Option
“Directly distribute leads to myself”
- Checked: Leads automatically assigned to your Active Leads
- Unchecked: Leads go to Lead Bank for manual assignment later
When to Use Direct Assignment
- You handle all WhatsApp inquiries personally
- Small team with single point of contact
- Want immediate lead notifications
Keyword Management
Active/Inactive Status
- Toggle keywords on/off without deleting
- Active: Keyword captures leads
- Inactive: Keyword disabled but saved
Keyword Examples from Interface
- CAPTURE ALL - Captures all messages (active)
- I AM INTERESTED - Specific inquiry keyword (inactive)
- MORE INFO - Information request keyword (inactive)
Keyword Priority System
| Priority | Trigger | Destination |
|---|---|---|
| 1st | Specific keyword match | Assigned lead source |
| 2nd | No keyword match + “Capture All” enabled | ”Capture All” lead source |
| 3rd | No keyword match + “Capture All” disabled | No lead created |
Capture All Feature
When to Use
- Capture every WhatsApp contact regardless of message content
- Backup option for non-keyword messages
- General lead collection strategy
How It Works
- Enable “Capture All” option
- Set destination lead source for non-keyword messages
- All contacts messaging you become leads (if no specific keyword matched)
Lead Data Captured
Automatic Data Extraction
Contact Information
| Field | Source | Example |
|---|---|---|
| Name | WhatsApp contact name | ”John Smith” |
| Phone | WhatsApp number | ”60123456789” |
Data Quality Notes
- Name appears as saved in your WhatsApp contacts
- Unknown contacts may show as phone number only
- International format preserved for phone numbers
Configuration Examples
Example 1: Single Keyword Setup
Configuration:
- Keyword: “PRICING”
- Lead Source: “Website Inquiries”
- Capture All: Disabled
Result: Only contacts sending “PRICING” become leads
Example 2: Multiple Keywords Setup
Configuration:
- Keyword 1: “DEMO” → “Product Demos” source
- Keyword 2: “SUPPORT” → “Customer Support” source
- Keyword 3: “SALES” → “Sales Inquiries” source
- Capture All: Disabled
Result: Different keywords route to different lead sources
Example 3: Keywords + Capture All
Configuration:
- Keyword: “VIP” → “Premium Leads” source
- Capture All: Enabled → “General Inquiries” source
Result:
- “VIP” messages go to Premium Leads
- All other messages go to General Inquiries
Connection Management
WhatsApp Session Status
Active Connection Required
- WhatsApp must remain logged in to Raion Hub
- Lead capture stops if WhatsApp logs out
- Regular connection monitoring recommended
Logout Notifications
Automatic Alerts
- Email notification sent when WhatsApp logs out
- Immediate alert to prevent missed leads
- Instructions for reconnection included
Common Logout Causes
- WhatsApp Web session timeout
- Automatic security logout (similar to WhatsApp Web)
- Phone connectivity issues
- WhatsApp app updates
Connection Monitoring: WhatsApp may automatically log out devices periodically for security. Monitor your email for logout notifications to ensure continuous lead capture.
Best Practices
Keyword Strategy
Effective Keywords
- Use clear, memorable words
- Keep keywords short and simple
- Avoid common words that might trigger accidentally
- Test keywords with team members first
Keyword Examples
| Business Type | Good Keywords | Avoid |
|---|---|---|
| Real Estate | PROPERTY, HOUSE, CONDO | HELLO, INFO |
| Services | QUOTE, DEMO, PRICING | YES, NO |
| E-commerce | CATALOG, ORDER, SHOP | THANKS, OK |
Lead Source Organization
Naming Conventions
- Use descriptive lead source names
- Include channel identifier: “WhatsApp - [Purpose]”
- Examples: “WhatsApp - Product Demo”, “WhatsApp - Support”
Troubleshooting
Keywords Not Working
- Verify exact keyword spelling and case
- Check if WhatsApp is still connected
- Confirm lead source is properly configured
- Test with exact keyword phrase
Missing Leads
- Check WhatsApp connection status
- Review logout notification emails
- Verify contact sent exact keyword
- Check if “Capture All” is configured correctly
Lead Data Issues
- Contact names appear as saved in your WhatsApp
- Unknown numbers may not have names
- Phone numbers captured in original format
- No additional fields available beyond name/phone
Next Steps
- Lead Assignment - Route WhatsApp leads to team members
- Auto Reply - Set replies that trigger based on keywords
- AI Chatbot - Handle WhatsApp messages intelligently & automatically