Capturing Leads in Boxly

How to Capture Leads in Boxly

If you're running ads or have landing pages & forms, you can set things up so Boxly captures those leads for you - easily & automatically!

Boxly can automatically collect these leads for you, and below we’ll walk you through the best ways to automatically integrate them into Boxly. We’ll ensure that all generated leads are efficiently captured, tracked, and labelled correctly within Boxly.

1. Capturing Leads from Website Contact Forms Or Landing Page Forms

The preferred method is Forwarding Email Addresses - Leads are generated when your customers/clients fill out a contact form on a website or landing page.

These website forms and landing pages have an attached email address which is how the lead information ends up with you. Boxly takes that email address and redirects it into Boxly.

To send those leads into Boxly:

1. To create a new Forwarding Address: Go to your Channels > Webform channel

2. In the Webforms channel, make sure you’re in “Webform Addresses“ tab, and click “+ Webform Address” to create a new forwarding address
   → Enter all relevant info, including:

   The address name (name of the form or website you're creating a forwarding address for)

   Set a default location if needed

   Set a default lead source - For accurate reporting make sure to fill this out.

   Description of the kinds of leads and the link if it is a landing page - this will help us troubleshoot if there are issues in the future

3. Paste that email address into the “To” field of your form-notification email.

Don't put the email address in CC or BCC!

You can put your info@ in your cc or bcc

4. Send a test enquiry through the form. The lead should appear in Boxly within a minute.

If your e-mail system blocks external forwarding, turn the setting on (your IT person can do this quickly).

Make Sure the Email Includes:

The submission URL is how Boxly figures out where the lead came from (like a Google ad or landing page). If it’s missing, Boxly can’t tag the lead source properly.

Click the “View Mapped” option to toggle views of the webform lead like below.

Example Email Structure:

Name: Jane Doe 
Email: jane@example.com 
Phone: 079 999 9999 
Message: I'd like to book a teeth whitening consultation. 
Submission URL: https://example.com/teeth-whitening?gclid=abc123

When to Use a Separate Forwarding Address

1. Landing Page is Treatment-Specific:

   If the form does not ask for the treatment type, a separate address is needed to track context.

2. Landing Page is Location-Specific:

   If the form does not ask for the location, a separate address helps distinguish between locations.

3. Multiple Marketing Agencies Managing Ads:

   If different agencies run ads for the same practice, separate addresses help track performance.

You can create as many Separate Forwarding Address as you need.

Send a test enquiry through the form. The lead should appear in Boxly within a few minutes.

How lead-source tagging works in Boxly & how to control it

Automatic tagging
Boxly looks at the Submission URL (the page link that comes with every lead) and searches for familiar clues.

The examples below are your guide to understand what Boxly picks up on from the links (urls). For example, when Boxly ‘sees' gclid or utm_medium=cpc in a url Boxly knows it’s a Google Ad:

gclid or utm_medium=cpc → Google Ads

fbclid or utm_medium=ppc → Facebook / Instagram Ads

msclkid → Microsoft Ads

utm_medium=organic → Organic Search

utm_medium=social → Organic Social

Setting a default source for a forwarding address

Your leads (potential clients/customers) end up on your landing pages from specific ads, such as Google Ads or Facebook Ads. When they land on the page, they either fill out a webform or interact with a bot - webforms are more common.

To help you track where form submissions are coming from, we allow you to create separate forwarding address.

You can add and set a default lead source for form submissions.

For this example, you want to create a forwarding address for an Invisalign Open Day and the leads come must come from Google Paid Search:

1. Create the form as shown above

2. Select and set the lead source to "Google Paid Search."
   This way, any leads from this specific forwarding address will automatically default to "Google Paid Search" (Paid Source).

If you use multiple marketing agencies, you can create a new lead source for the different agencies, such as "XYZ Agency - Google Paid Ads," and set it as the default lead source for the webform. Any leads from the forwarding address will default to "XYZ Agency - Google Paid Ads."

How does a default source for a forwarding address help you?

Important Considerations for Lead Capture: Don’t Let Facebook Ads Create Duplicate Leads

Here’s what often happens:

A patient sees your Invisalign Open-Day ad on Facebook.
 They fill in their name and phone number on the Facebook form and tap Submit.
After that, they’re sent to your website, where they see another contact form or the bot
 Thinking it’s part of the same process, they enter & submit their details again.

Now, Boxly receives two leads from the same person:

• One from the Facebook form

• One from your website form

This can:
Mess up your lead count
Make it harder to see where the lead comes from
Lead to your team contacting the same person twice

What to do:

If you’re using Facebook Lead Ads, it’s best to let the Facebook form be the only form.
Don’t send people to another contact form after they’ve already filled one out.
It keeps things simple, and avoids confusion for both your team and your clients/patients.

Zapier Route - when e-mail forwarding is not possible

1. Create a Zap.

   

2. Choose your form app as the Trigger.

3. Choose “EnquiryBox” as the Action and login with the same email address you use for Boxly.

4. Map the Submission URL; include Name, Email, Phone and a Message if you have them.

5. Pick the Box and Stage where new leads should land.

6. Test the Zap, turn it on and confirm leads reach Boxly.

2. Capturing Leads from Facebook Lead Ads

How It Works:
Facebook Lead Ads collect user details directly within Facebook, eliminating the need for an external form or landing page.

Firstly Connect your Facebook Lead Ads with Boxly’s Facebook Lead Ad integration

To connect your channel successfully you must have admin access to the facebook account you’re connecting to Boxly.

If you are struggling to connect or see the pages/businesses after logging in, then you most likely don’t have the needed permission.

Leads from Facebook Lead Ads are automatically categorised as Paid Ads › Facebook Lead Ads within Boxly for accurate tracking.

If your leads are still not arriving

Run the Facebook Lead Ads Testing Tool and submit a test lead.

Re-run the test after fixing any issues.
Once the test works, send a live lead and confirm that it appears in Boxly.

Google Analytics Integration (Relevant for Enquirybot submissions only)

Want to Track EnquiryBot Activity with Google Analytics? Here’s How!

Boxly works with Google Analytics (GA4) so you can keep track of how visitors use your EnquiryBot. This helps you see how many people are starting chats, giving their details, or dropping off.

What Boxly Tracks:

• Enquiry Started – When someone opens the chat and starts a conversation.

• Enquiry Completed – When they reach the final message at the end of the chat.

  If they leave halfway, this won’t show.

• Email Captured – When they enter their email.

• Phone Number Captured – When they enter their phone number.

• Dismissed – When they close the chat without using it.

How to Set Up GA4 Tracking in Boxly:

Steps to Find Your GA4 Measurement ID:

1. Sign in to your Google Analytics (GA4) account.

2. Go to: Admin → Property Column → Data Streams → Choose your website.

3. Copy your Measurement ID.

4. Send the Measurement ID to the Boxly team, and we’ll set it up for you!

Recommended Conversion Tracking Event

We recommend using "Email Captured" to track real leads.
That way, only people who actually give you their contact info are counted, preventing false positives.

Google Ads conversion tracking (Enquirybot submissions only)

Enabling “Google Ads conversion tracking” lets you see which ad clicks lead to real conversations in your EnquiryBot.

Follow the steps below & then send us two small pieces of information!

What you need first

What to Send to Boxly Support

Conversion ID – a ten-digit number shown in the Google Ads setup screen.
Conversion Label – an alphanumeric string shown next to the Conversion ID.

After setup
When a visitor reaches your chosen goal, Boxly will send the conversion to Google Ads. Google may take up to 24 hours to display it in your Ads account.