Activity

Leads

A lead is a visitor your agent turned into a contact you can follow up with. The agent recognises the moment during a conversation, records the details, and the lead lands in the Leads view ready for your team.

Your agent does more than answer questions. When a visitor shows real intent, such as asking for a quote, requesting a callback, or booking a demo, the agent can collect their contact details and save them as a lead. Every lead is listed under Activity → Leads in the dashboard, so you never have to read through chat transcripts to find the people worth contacting.

The Leads view listing captured leads with status, agent, date, and contact chips — The Leads view. Each row is one captured lead, with its status, agent, date, and contact details.

What counts as a lead

A lead is a saved record of a visitor who is worth following up with, together with whatever contact details the agent gathered. In most cases that is a name, an email address, and a phone number, but it can include any field your agent was set up to ask for, such as a company name or the reason for getting in touch.

Every lead keeps a link back to the conversation it came from, so each row carries:

The contact details the visitor shared during the chat.
The agent that captured it, which is useful when you run more than one.
The date and time it was captured, shown in your own timezone.
The full conversation that led to it, so you have context before you reach out.

Lead capture is included on every plan, including the free trial. There is no separate add-on to switch on for the feature itself, but the agent does need a skill that captures leads. See below.

How your agent captures a lead

Ultimo Bots does not bolt a static contact form onto your chat. Instead, lead capture is part of how the agent reasons about a conversation. The agent decides, in the moment, that a visitor is worth following up with and gathers their details naturally as part of the exchange.

This is driven by a skill. The flow looks like this:

The agent recognises intent
As the conversation unfolds, the agent notices a signal that warrants follow-up, for example a visitor who wants a quote, asks to be contacted, or is ready to buy.
It collects the details in conversation
Rather than interrupting with a fixed form, the agent asks for the contact details it needs as a natural part of the chat. It only asks for the fields the underlying skill is set up to gather.
A successful action records the lead
When the skill completes its job successfully, such as emailing your sales inbox or creating a record in a connected app, that same step saves the conversation as a lead. The visitor still gets a normal, helpful reply.
You are notified
Saving a lead fires a new-lead notification through your Notification Center settings, so the right people hear about it without watching the dashboard.

Lead capture has to be enabled on a skill. Because capture happens through a skill rather than a global form, your agent will not record any leads until you have a skill that captures them and that skill is turned on. If your Leads view stays empty, check your skills first.

Behind the scenes, the agent saves at most one lead per conversation. Once a chat has been saved as a lead, the same chat will not create a second one, so you never end up with duplicates for one visit. A separate conversation on another day is a separate lead.

Reading the Leads table

The Leads view lists your most recent leads first. If you run more than one agent, you can show leads from several agents in the same list, and each row tells you which agent it came from. Here is what each column means.

Column	What it shows
Checkbox	Select one or more leads for a bulk action. A Select all box at the top selects every lead on the current page.
Status	Shows Unread for a new lead you have not opened yet, and Read once you have. Unread leads stand out so nothing slips through.
Agent	The agent that captured the lead, shown as a small pill.
Date	When the lead was captured, formatted in the timezone and date format set in your account settings.
Contact details	The captured fields as chips. Name, email, and phone get their own icon, with the email and phone wired as clickable links so you can reach out in one tap.
Actions	A chevron to expand the lead and read its conversation, and a trash icon to delete it.

Leads are paginated 25 to a page. You can narrow the list with the date range filter at the top of the Activity area, and the unread count is mirrored as a badge on the Leads entry in the sidebar so you can see at a glance when something new has come in.

Clicking an email or phone chip opens your mail app or dialler without expanding the row, so you can act on a lead straight from the list.

Open the originating conversation

Click anywhere on a lead row, or use its chevron, to expand it. The first time you open a lead, Ultimo Bots loads the full conversation that produced it and shows it inline as a chat thread, with the visitor and agent messages, date separators, and timestamps in your timezone.

Opening a lead also marks it as read automatically, which updates its status and lowers the unread badge in the sidebar. You do not have to mark anything by hand. Reading the conversation first means you can follow up with the full picture of what the visitor asked and what your agent already told them.

Export your leads

Use the Export button above the list to download your leads as an Excel spreadsheet. The file is built on the server and uses the same agent and date range filters that are active on screen, so the export matches what you are looking at.

The spreadsheet includes:

Date, Status, and Agent for every lead.
One column per captured field. Name, email, and phone come first, followed by any custom fields your agent gathered.
A Conversation column with the full transcript, so each lead carries its context into the spreadsheet.

An export always covers a specific agent and date range. If there are no leads in the current selection, there is nothing to download, so widen the date range or pick another agent and try again.

How lead notifications work

Every time a lead is captured, Ultimo Bots fires a new-lead notification. You choose where it goes from the Notification Center, and the same event can reach several places at once:

In the dashboard as a live in-app notification.
By email, including the lead's details and an excerpt of the conversation. You can send to the account owner and to extra recipients you add.
To Slack, Microsoft Teams, or Telegram, if you have connected them, with a link back to the Leads view.

Notifications are sent in the background, so they never slow down the visitor's conversation. They are also best effort: if a channel is turned off or a message fails to send, the lead is still saved and still appears in the Leads view. The notification is the alert, not the record.

Leads stay inside Ultimo Bots. There is no automatic sync to a CRM such as HubSpot or Salesforce, and no lead scoring or pipeline stages. Read and Unread are the only states. To work leads in another tool, export them or follow up from the email and chat notifications.

Next steps

Set up capture, work your leads, and tune where the alerts go.

Set up a lead-capture skillLead capture runs through a skill, so add and enable one to start collecting leads.Browse conversationsSee every chat your agent has handled, not only the ones that became leads.Tune notificationsChoose who gets a new-lead alert and on which channels from the Notification Center.