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Collect automatically new leads in a spreadsheet (or CRM) with Zapier Chatbot integration!

In this tutorial, you will learn how you can generate more leads with your chatbot and save them either in spreadsheet or directly to CRM using Zapier integration.

Here is an example of such bot:

The chatbot dialogue opens in a webchat, once a visitor has clicked “Download full case study infographic”. In this tutorial, I will show how to set up this action as well.

Now, let’s take a look at how to create one! There are 3 main components:

  1. Creating a lead generating chatbot
  2. Connect you chatbot to Zapier
  3. Setup Zapier integration

Creating a lead generating chat bot

When you register and arrive on the Clustaar chatbot platform, you can either import one of our templates designed for Sales or create your own scenario.

In this example, I will show how we, at Clustaar, generate leads by offering our visitors a piece of premium content in exchange for their email. 

Creating Chatbot Lead Generating Scenario

You can read more about story creation here. I will jump straight to the stage when the story is already built.

Our content download scenario consists of 3 steps as seen on the image above.

Step 1 – Greeting visitor and offering to download Lydia’s case study

We have created this step by using: Text, Image and Typing actions.

The next step will be triggered only if the visitor has left an email. This is done using “email” intent match.
Basically, chatbot checks if answer contains “[email protected]“, the general email format.
You can read more about intent creation here.

Once the answer is matched with “email” intent, chatbot continues conversation based on the next step.

For now, there is no way for bot to check if the email is fake or real. From our experience, 60-70% of emails are real ones. As visitors need to provide real email to receive the file.

Step 2 – Asking for additional information 

After the visitor has left an email, chatbot will ask for a company name. You can add here as many qualification questions as you want.

In this step, we are using “Session Value” action and “Email” from action panel. This allows us to save conversation and transform them into variables and send them via email to our sales team to inform them about the new lead. 

Since we have already created {{@session.email}} and {{@message}} session values in other stories, we don’t need to create them again and can just use the values.

You can read more about session creation here.

By saving a session (=conversation), we are able to send information that user sent to the bot. In this case, even if the visitor has provided his email, but not the rest of the information – we still have the email.

Step 3 – Send all qualified information to sales team and save it in google sheet

In the last step, the chatbot sends Lydia’s case study to the email that the visitor has left using “Email” action.

It’s also important to continue engagement with the visitor by offering next action. In our case – the bot would would offer to “Continue browsing”.

Similarly to the previous step, we send complete information, in case the visitor has answered all the questions. You can also skip this step and go directly to the step to save information about the lead into spreadsheet or CRM using Zapier Integration. 

In this case you would skip the sending email step with session values.

Step 4 – Setup Zapier integration and connecting it with your chatbot.

Note: all the variable names should be written without space. For examples, instead of “company email” you should have “company_email“.

In the example, we created 2 variables “email” and “company” and link with existing session values.

Note2: You can read here the complete guide on how to connect Clustaar with Zapier.

Zapier chatbot configuration

The whole configuration consists of 3 steps.

  1. Use webhooks to connect with a bot.

Zapier provides an URL. Copy this URL to enter it in your Clustaar app, to allow Clustaar to send the information needed to Zapier.  

2. Connect to the Google Spreadsheed (or CRM), and match the fields. 

Don’t forget to create Google Spreadsheed before (with the column titles). In the example below, the name of the spreadsheet is “Leads that downloaded premium content”; Worksheet – “Lydia”, while the titles of the rows are “Date” and “email”.

Hint: to save the date when the email was captured you can insert inside “Date” column.


This is the result you get in the google docs:

3. In the last step, we send notification to our Slack channel. This allows our sales team to react quickly on leads interested in our clients’ case studies.

🎁 Bonus: Behaviour based AI Chatbot pop-up

Chatbot is great for your lead generation and qualification. But this is not all! Get 2x more leads with behaviour based Clustaar Webchat.

Behavior Configuration helps answer user questions before they ask. If your customers are visiting your pricing page, the bot can appear with additional information on pricing or set up a demo.

As Zapier integration allows you to connect to 1000+ of apps available on their marketplace, you can easily connect it to your CRM following the guide above.
Try it now

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