Web forms and lead capture

Aiva Chat can catch leads in several ways: a form on your own website, a ready-made form page with a QR code, your ad platforms, and the chat widget. Each new lead becomes a contact, and your workflow rules can follow up straight away (see Lead follow-up automations). Forms and the widget live under Website & leads in the sidebar.

1. Create a form

1. In the sidebar, under Website & leads, open Forms.
2. Click Create New Form.
3. Fill in:
   • Form name: for example "Contact form" or "Free quote".
   • Website URL: the page or site where the form will go. Type localhost while you're testing.
   • Send submissions to: the email that gets a copy of every submission. Leave it blank to use your account email.
4. Click Create Form, then Set up form.

Each form gets its own access key. It's a public key, so it's safe to put in your website's code.

2. Put the form on your website

Open the form's Form Setup tab. Under Implementation examples, pick HTML, JavaScript or React, click Copy code snippet, and paste it into your site where the form should appear. Your web designer or site builder's custom-code block can take it as is.

Two parts of the snippet matter:

• The hidden botcheck box catches bots. Leave it in. Submissions that tick it are filed in the Spam folder.
• The consent checkbox is the lead's agreement to be called or texted. Keep it if you want your assistant to call or text new leads. Without it, workflow rules only email the lead or create tasks.

Click Send Test Submission to check it works. The test shows up under Submissions, and a copy goes to your email.

3. No website? Use a hosted form page

On the same Form Setup tab, the Hosted page card gives you a ready-made page for the form. It's useful for a business without a website, or for a QR code on flyers, vans and your shop window.

1. Turn on the Hosted page switch.
2. Set a Page title (leave it blank to use the form's name), optional Intro text and the Page language.
3. Click Save page.
4. Use Copy link to share the page, or Download QR code to print it.

The page lives at your workspace address (for example yourname.aivachat.io/f/...). It asks for name, email, phone and a message, and includes the consent checkbox your workflow rules need.

4. Read submissions

The Submissions tab lists every submission, newest first, with one column per field.

• Switch between Inbox and Spam. Use Mark as spam or Not spam from a row's menu to move one.
• Filter by lead score: All, Hot, Warm or Cold.
• Click Export to download the list as a CSV file.

Each real submission is emailed to your recipient address and added to Contacts. Spam is kept in the Spam folder but never emailed. If you move a submission out of Spam, it's handled as if it had just come in.

To change the name, website or recipient email later, open the Settings tab. Turn off Accept submissions to pause a form: it refuses new submissions and keeps the old ones.

5. AI lead scoring

Aiva Chat reads each new submission and rates it:

• Hot: a clear need and signs they want to buy or book soon, such as a date, a budget or a request for a quote.
• Warm: a real enquiry, but vague or with no timeline.
• Cold: no real need, such as a sales pitch or a test.

Each score comes with a one-line summary of what the person wants. A hot lead also raises a Hot lead notification in your dashboard.

Scoring runs on your own OpenAI key and needs an active trial or plan. If a submission shows "—", it wasn't scored. Use Score with AI from the row's menu to try again.

6. Bring in leads from your ads

You can send leads from Meta Lead Ads (Facebook and Instagram) and Google Local Services to Aiva Chat the moment they come in. There's no direct Meta or Google connection. Instead, you use the automation tool you already work with, such as Make or n8n, to pass each new lead along.

1. Open Integrations under Admin & developer, and find the Lead ads (Facebook, Instagram, Google) card on the Integrations tab.
2. Click Create an API key and copy the new key.
3. Click Copy address.
4. In your automation tool, start from "new lead" in your ad account and add a step that sends the lead to that address with your key. The card shows an example of the fields to map: name, phone, email, the ad platform, the platform's lead ID, the campaign and form name, and whether the person gave consent.

Each lead becomes a contact tagged with its ad platform and starts your New lead workflow rules. A phone or an email is required. Sending the platform's lead ID means a retry is never counted twice.

Only mark consent as true when the person agreed on your ad form to be called or texted. Without it, Aiva Chat never calls or texts them automatically; they get email and tasks only.

7. Website chat leads

The chat widget can catch leads too. Open Website & leads → Widget Builder, go to the Design tab and find Lead capture:

• Greeting bubble: a short message beside the closed chat button, like "Hi! Any questions?". Leave it empty for no bubble. Show the bubble after sets the delay in seconds. A visitor who closes the bubble won't see it again for a day.
• Open the chat when a visitor is about to leave: opens the chat once when a visitor's pointer heads for the top of the page. It's desktop only, once per visit, and never if they already opened the chat.

Turn on the pre-chat form (see Add the website widget). Visitors who leave a phone number or email are added to Contacts, tagged "Website chat", with the page they came from and its UTM tags (utm_source, utm_medium, utm_campaign). They also start your New lead webhooks and workflow rules. Workflow rules never call or text website chat leads automatically.

8. See where your leads come from

On Home, the Lead sources panel shows new leads for the date range you pick, by source:

• Web forms and your website, each with how many scored hot
• Booking page
• Website chat
• Phone (new callers) and Text (new numbers)
• Lead ads (Facebook, Google)

Below that, it lists your top forms, website chat leads by UTM campaign, and bookings by channel. Click a source to jump to where it's managed.

Troubleshooting

A submission is in Spam by mistake. Open Spam, then use Not spam from the row's menu.

Leads aren't being called or texted. Check the form has the consent checkbox and the lead ticked it. For ad leads, check your automation tool sends consent as true.

No lead scores. Check your OpenAI key is connected and your trial or plan is active.

Next steps

• Lead follow-up automations
• Add the website widget
• Connect your OpenAI key