Leads and website lead capture

Customers

Customers

Leads and website lead capture

From website form to customer in one tap.

The problemEnquiries from your website arrive as emails nobody tracks, and some are never answered.

The resultEvery website enquiry lands in a leads inbox, and one tap turns it into a customer with a deal.

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Example with sample data. Nothing here is real.

Step 1 of 3

Connect your website

Open Settings, Lead capture and generate a key. Copy it now: it is shown only once. Have your contact form post to the address shown, with the key in the X-Heyva-Api-Key header. List your website's address as an allowed origin if the form posts from a browser.

What you can do

  • Collect contact-form enquiries from your own website in one inbox
  • Get an email when a new lead arrives, with an optional copy to a second address
  • Log a phone call or walk-in enquiry as a lead by hand
  • Track each lead as New, Contacted, Converted or Rejected
  • Accept a lead in one tap: customer, deal and sales funnel are created for you
  • Or let every enquiry become a customer and a request the moment it arrives
  • Start shared tracking on a lead, so the team sees its calls and chats before you accept it

Who can use it

Owners, Admins and Managers can use this.

Reading the inbox needs permission to view leads; changing statuses needs permission to manage leads; accepting also needs permission to create customers. Setting up the website key is its own permission. Owners and Admins hold all of them, and Managers can view and manage leads.

Ask Heyva AI

  • Show me this week's new leads

  • Accept the latest lead

  • Set up lead capture for my website

Questions

What happens if I generate a new key?
The old key stops working at once and your website will be refused until you give it the new one. Revoking the key pauses lead capture entirely. Keys are stored hashed, so a lost key cannot be shown again: generate a new one.
Does a lead need an email or a phone?
No. Only a name is required, so a short form still works.
What does Accept do if the person is already a customer?
Heyva matches by email or phone and reuses the existing customer instead of creating a second one. Accepting a lead that is already Converted does nothing, so a double tap cannot create two deals.
Can I use leads without the Sales Playbooks add-on?
Yes. Without it, Accept still creates the customer and the deal; only the sales funnel step is skipped.
Can an enquiry become a request without me tapping Accept?
Yes. Switch on automatic intake in the lead-capture settings and each website enquiry becomes a customer and a request on your default pipeline as soon as it arrives. If anything goes wrong the lead stays in the inbox as New, so you can still accept it, and accepting later reuses the same customer and request. Automatic intake matches an existing customer by email only, so a phone number typed into a public form never files an enquiry under someone else; a phone-only match waits for you to accept. Above 100 enquiries in a day the rest wait in the inbox, so a spam burst cannot fill your customer list.

In more detail

Lead capture is set up per business. Pick the business first, then generate its key.

For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_list_leads
  • heyva_get_lead
  • heyva_create_lead
  • heyva_set_lead_status
  • heyva_intake_lead
  • heyva_convert_lead_to_customer
  • heyva_reply_to_lead
  • heyva_provision_lead_capture
  • heyva_get_lead_capture
  • heyva_update_lead_capture_settings
  • heyva_lead_stats

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Last reviewed 2 November 2026