How do I set up lead capture in Legal Server?

Lead capture lives inside every Chatref agent, ready to collect intake details from potential clients before a conversation starts or during the chat. Start by opening your agent’s settings and toggling the Lead Capture module on. Decide when the form appears: as a pre-chat screen, after a set number of messages, or triggered by a specific keyword like “I need representation.”

Once enabled, the widget will display a customizable form to visitors. For legal practices, this is where you ask for the most relevant case management leads data – think name, preferred contact method, and a brief summary of the legal matter.

The fields you collect determine how well your team can triage incoming legal software leads. Chatref gives you full control over field types: short text for names and phone numbers, dropdowns for practice area (family law, personal injury, etc.), and multiline text for a case description.

Keep it tight. For government legal leads or high-volume practices, three to four fields often work best – name, email, case type, and a short “describe your issue” box. Every field you define here becomes data you can later route into Legal Server via custom actions, so align the field names with what your case management system expects.

This is where Chatref turns a simple contact form into a real intake pipeline. Head to the Custom Actions tab and create an action that fires when a lead is captured. Choose a webhook (POST to Legal Server’s API) or build a simple mapping that takes the captured fields and creates a new lead record in your Legal Server account.

You might set up an action that automatically creates a new matter in Legal Server when someone selects “Personal Injury – Car Accident” and leaves contact details. The same custom action can also send a notification to your shared inbox, so your intake coordinator sees the new government legal lead the moment it comes in. No manual copying, no data loss.

Every captured lead lands in Chatref’s Shared Inbox, where your team can see the full conversation transcript alongside the lead’s form data. From here, attorneys or paralegals can take over the chat, reply to the visitor with your knowledge-base‑trained answers, or simply assign the lead for follow‑up.

The shared inbox keeps everyone on the same page. If a case management lead requires a callback, tag the conversation and mention a colleague – all in the same thread, without leaving the Chatref interface.

Start small and iterate. Launch with a minimal set of fields on your highest-traffic page, then expand once you see what converts. Always match your lead fields to your Legal Server intake fields so custom actions flow cleanly without manual cleanup.

Use the knowledge base to let your agent answer common qualifying questions (fees, timelines, jurisdiction) while the lead form extracts the specifics. For government legal leads, consider a separate agent per service line to keep intake forms tailored and conversation tone appropriate. Finally, review the shared inbox daily – speed-to-lead counts as much in legal services as anywhere else.

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What information can I collect from leads in Legal Server?
You can collect any combination of fields your legal intake requires: name, phone, email, case type, opposing party, jurisdiction, urgency, or custom text fields. Chatref supports text, dropdown, checkbox, and multiline field types, so you can capture exactly what your Legal Server matter template expects.

How do I follow up with leads captured in my legal system?
After a lead is captured and pushed to Legal Server, your team can follow up directly from Chatref’s shared inbox using the transcript history and lead data. Alternatively, set a custom action that triggers an email notification to your intake coordinator or creates a task inside Legal Server, so nothing slips through the cracks.

Can I integrate lead capture with my CRM?
Yes. Chatref custom actions let you send captured lead data to any CRM or case management system with an API, including Legal Server. Build a webhook action that maps captured fields to your CRM’s lead or matter record, and every website inquiry arrives where your team already works.

What are the best practices for setting up lead capture in Legal Server?
Align your intake fields with the fields Legal Server uses to create a new matter. Start with a short form – name, email, case type, and summary – and place it on high-intent pages. Use the knowledge base to pre‑qualify leads with automated answers while the form collects details. Finally, test the end‑to‑end flow before going live to ensure webhook deliveries land correctly.