How do I capture leads from my HOA website?

Enable the capture form directly from your Chatref agent settings. Choose which details to request - name, email, phone, move-in date, or property type - and decide when the form appears (after a greeting, when the visitor shows high intent, or right away). The form collects information without disrupting the conversation, and the agent stays grounded in your community’s docs so it can answer questions while gathering leads.

Aim for enough detail to qualify a prospect without creating friction. Recommended fields for an HOA lead form:

• Name and contact method (email and/or phone)
• Move-in timeline or desired move date
• Property type (single-family, condo, townhome)
• Unit size or price range they’re considering
• How they heard about the community The agent can also capture open-ended comments - e.g., "What matters most to you in a community?" - that give your outreach a warm, personal angle.

Every captured lead appears in a dedicated inbox with the full chat transcript. Use conversation tags (e.g., “relocating,” “investor,” “looking this month”) to sort and prioritise. Chatref’s insights digest surfaces trends across recent sessions: which pages drove the most leads, what topics triggered the conversation, and which leads showed the strongest engagement. This data feeds your CRM or spreadsheet without manual entry, making prospect tracking a natural byproduct of the chat.

Because the transcript stays with the lead record, your follow-up can reference the exact questions the visitor asked - whether about amenities, fees, or pet policies. Send a quick personal email referencing their move timeline. If they chatted about school districts, mention the community’s proximity to top-rated schools. Chatref’s tool-calling capabilities can even trigger your CRM or email automation when a high-priority lead comes in, so no warm prospect slips through the cracks.

How to track interest from potential residents?
Use Chatref’s conversation tags and insights dashboard. Tags like “hot prospect,” “pricing sensitivity,” or “amenities-focused” let you group leads by interest level. Weekly digest emails highlight sessions where visitors asked repeated questions or spent longer in chat - strong signals of intent.

What information should I collect from leads?
At minimum, collect a name and an email or phone. Beyond that, collect move timeline, property preferences, and the source channel. These fields let you segment and personalise follow-up. Avoid asking for redundant information the agent can infer from the conversation (e.g., “interested in pool access” is already in the transcript).

How can I follow up with HOA leads effectively?
Act within a few hours, referencing the chat conversation. For example: “Hi [Name], I saw you asked about our walking trails and the summer social schedule. Here’s a quick overview and a link to our event calendar.” Keep it personal, not templated - the transcript gives you that edge. Use Chatref’s integration-friendly custom actions to route high-intent leads directly to your CRM or email marketing tool.