How to connect after hours fertility lead capture help to…

Three parts work together:

• The website widget. This is the live chat on your clinic’s pages. It provides the conversation window, detects whether the clinic is open, and triggers the lead-capture flow after hours.
• The lead-capture feature. When enabled for an agent, it prompts visitors to leave a name, email or phone, and any message. The captured info becomes a lead in your Chatref dashboard and can be forwarded to your inbox.
• Your fertility knowledge base. The agent’s answers come from the practice details you upload – hours, services, treatment information, insurance, and scheduling steps. That content keeps the conversation helpful before the form appears, so visitors get a real answer even after you’ve closed for the day.

The widget does not need a separate form builder or third-party tool. Lead capture is built into the agent, and you control when it appears.

1. Build your clinic’s knowledge base.
   Add your practice information to Chatref: open hours, location, accepted insurance, treatment options, and common patient questions around IVF, IUI, egg freezing, and initial consultations. You can upload PDFs, paste text, or link your existing FAQ page.
   This content is what the agent uses to answer fertility-specific questions – it never guesses.

2. Create an agent and attach the knowledge base.
   From your Chatref dashboard, create a new agent and select the knowledge base you just built. Give the agent a name like “Fertility Front Desk” so your team can identify it later.

3. Enable lead capture.
   In the agent’s settings, toggle on the lead-capture option. Set the fields you want to collect – usually name, email or phone, and an open question field. You can also customize the prompt that appears: for example, “Our team is away right now. Leave your details and we’ll call you tomorrow morning.”

4. Embed the widget on your clinic’s website.
   Copy the snippet from the agent’s Widget tab and paste it just before the closing </body> tag of your site. If you use a site builder (WordPress, Squarespace, etc.), follow the same placement. The widget loads on every page.

5. Test the after-hours flow.
   Change the agent’s schedule for a few minutes to simulate your closing time, then visit a page with the widget. Ask a fertility question (e.g., “What’s the cost of a first consultation?”), see the answer, and let the lead-capture prompt appear. Verify you receive the lead in Chatref’s inbox or through the email notifications you’ve configured.

A potential patient visits your website late in the evening. The chat bubble opens automatically.

• During business hours, the widget acts as an instant front desk: it answers questions about treatment costs, insurance, appointment booking, and what to bring to a first visit – all from your own content.
• After hours, the widget still answers those same questions. At the end of the exchange, the lead-capture prompt invites the person to leave their contact information and a message. The prompt might say “We’re closed now, but leave your details and we’ll get back to you first thing in the morning.”
• The visitor enters their info and submits. The chat confirms with a thank-you message. The entire conversation – the questions, the agent’s answers, and the captured lead – is saved to your Chatref dashboard. You see the lead as soon as you log in the next morning.

The widget doesn’t appear on my site.
Check that the embed snippet is placed exactly as copied, typically right before </body>. Ensure the domain where the site runs is allowlisted in the agent’s widget settings. If you use a caching plugin, clear the cache after adding the snippet.

Lead capture doesn’t show up after hours.
First, confirm that lead capture is toggled on in the agent’s settings. Then verify the agent’s schedule – if the agent is set to “Always online,” lead capture may not appear because the system never sees a closed period. Set the daily hours to match your clinic’s actual opening times so the widget knows when to trigger the after-hours flow.

The agent gives vague or wrong answers about fertility treatments.
This almost always means the knowledge base is too thin. Add more specific content: pages about each service (IVF protocol, IUI steps, fertility testing), your intake forms, pricing information, and insurance details. The agent uses only the material you provide. For setup guidance tailored to fertility practices, see the Fertility Clinics resource.

I’m not receiving lead notifications.
In Chatref’s settings, check that your email address is verified and that lead-capture notifications are enabled. You can also view all leads inside the Conversations tab under the agent.

What causes after hours fertility lead capture problems for Fertility Clinics?

The most common issues are an incomplete knowledge base (so the bot can’t hold a useful conversation before capturing a lead), incorrectly configured office hours (the widget never considers the clinic closed), or a missing embed snippet. Without accurate closing times, the lead-capture prompt won’t surface, and without good fertility content, visitors may leave before ever seeing the form.

How do I improve after hours fertility lead capture for Fertility Clinics?

Start by making sure your knowledge base covers the questions patients ask most: costs, treatment timelines, insurance verification steps, and next steps after a consultation. Then adjust the lead-capture prompt to mention a specific, caring action (“We’ll have our care coordinator call you at 9 a.m.”). Finally, monitor the chat transcripts to spot where conversations drop off and fill those gaps in your content.