How to capture leads and booking requests with an AI chatbot

CAAC Go's AI agent has two built-in actions for this, 🎯 Capture lead and 📅 Request appointment, and both are on by default on every plan. When a visitor wants a quote, a callback or an appointment, the AI collects their details in the chat, marks them as a lead and emails you. Booking requests are just that — requests: your team confirms the time, and CAAC Go doesn't write to a calendar or check availability.

Before you start

Train your agent on your business first — see how to train your AI agent.

To collect real leads, your agent needs to be live on your website or shared as a link — see getting started.

Step 1 · Check that the actions are on

Agent → Actions

1. Open Agent in the sidebar and choose the Actions tab.
2. Confirm that 🎯 Capture lead and 📅 Request appointment are on. Both are on by default, along with 🤝 Bring in your team.

These actions are included on all plans, including Free.

Step 2 · Choose which details to collect

1. Open 🎯 Capture lead.
2. Under "Fields to collect", choose any of name, email and phone. The default is name and email.
3. Click Save on the card.

If a visitor types an email address or phone number into the chat, the lead is captured even if the AI didn't ask for it.

Step 3 · List your services for booking requests

1. Open 📅 Request appointment.
2. Under "Services (one per line, optional)", type the services people can request, one per line, up to 20. For example: Haircut, Colour, Consultation.
3. Leave it empty to let the AI accept any service the visitor names.
4. Click Save on the card.

A preferred time is required, so the AI always asks for one. When the request is recorded, the AI tells the visitor that a team member will confirm the time.

Step 4 · Nudge visitors to leave their details

The actions work on their own, but your instructions shape how readily the AI offers them.

Agent → Behavior

1. Under Custom instructions (optional), pick the Sales agent or Appointment booking template. Or click ✨ Draft from my business to have instructions written from your data sources — you review them before saving.
2. Under Voice & style (optional), add one line such as "Friendly and concise; always offer to book an appointment."
3. Click Save.

If you answered "What should your AI do for you?" with Capture leads & sell or Book appointments when you signed up, the matching template is already set.

You can also prompt visitors from the widget itself. Under Channels → 💬 Website widget, add a starter chip such as "Can I book an appointment?" in Suggested questions (starter chips) (up to 4), or a Proactive greeting (up to 3 lines, shown after a delay you choose from 0 to 60 seconds). Click Save changes.

Step 5 · Test it in Chat with your agent

Agent → Chat with your agent

1. Ask something a real customer would, such as "Can I book a consultation next Tuesday afternoon?"
2. Check that the AI asks for the fields you chose and a preferred time.
3. Check that it offers the services you listed.

The test panel looks like your real widget and searches your real knowledge, but actions are simulated there and nothing is written. Test messages count toward your monthly AI conversation allowance.

Step 6 · Find your leads and booking requests

When the AI captures a lead, the contact is marked as a Lead and a team-only note, "🎯 Lead captured by AI…", is added. You'll find it here:

The emails go to the workspace owner. To send them to more people, such as a shared sales inbox, add the addresses under Workspace → Notifications → "Also send lead & digest emails to".

Step 7 · Confirm booking requests with the customer

CAAC Go records the request; your team confirms it.

1. Open the request in Activity using the "Leads & bookings" filter.
2. Check the preferred time against your own schedule.
3. Contact the visitor using the details they left, to confirm the time or offer another.

Step 8 · Move leads into your other tools

• Export your contacts as a CSV file (Starter and up). On Free, leads are view-only in the app.
• Use the lead.captured webhook (Growth and up) to send each new lead to your own system. See the developer docs.

Common questions

Does the AI book appointments straight into my calendar?

No. CAAC Go takes booking requests: the visitor gives a preferred time, and a service if you listed any, and your team confirms. It doesn't connect to a calendar or check availability.

Do I need a paid plan to capture leads?

No. 🎯 Capture lead and 📅 Request appointment work on every plan, including Free. Exporting contacts as a CSV needs Starter or higher, and webhooks need Growth or higher.

What if a visitor types their email without being asked?

It still counts. If a visitor types an email address or phone number, the lead is captured even if the AI didn't ask.

Can other people on my team get lead emails?

Yes. Add their addresses under Workspace → Notifications → "Also send lead & digest emails to". They'll get the lead and booking request emails, plus the weekly digest.

Can leads go straight into my CRM?

There's no built-in CRM sync. Export your contacts as a CSV (Starter and up), or use the lead.captured webhook (Growth and up) to send each lead to your own system.

Try CAAC Go on your website with no signup — the demo answers questions but doesn't capture leads — or sign up free to use these actions. Related: how AI-to-human handoff works and AI chatbots for clinics and salons.

Last updated 2026-09-28