Send WhatsApp Leads to Airtable

This recipe makes sure every lead who talks to you in chat ends up in your Airtable base, with their details and a note of what they asked about. Part of connecting Airtable to WhatsApp and AI chat.

What happens today

Your Leads table is where your team plans follow-up, but chat leads reach it only when someone copies them in. Busy days mean some are added with half the details, some twice, and some not at all.

The flow that works

AeroChat answers the lead’s question first.
It asks for their name and email, if it does not have them.
It searches your Leads table by email and phone, so a returning lead updates the existing record.
It creates or updates the record, with the channel and the status New.
It adds a short summary of the conversation to the Notes field.

The recipe

Copy this into AeroChat

When someone asks about our products or services, answer their question first from our knowledge base. Then follow these steps.

If we do not have their name and email, ask: “Can I take your name and email so our team can follow up?”

Search our Leads table in Airtable (example) for a record with that email, then with their phone number.

If a record exists, update Phone if it is empty and set Last contact to today. If not, create a record with Name, Email, Phone, Channel and Status set to New (example field names and value).

Add a two-line summary of what they asked about, and anything they said about budget or timing, to the Notes field.

If they ask to speak to someone, hand the conversation to our sales team.

Do not ask for their email more than once. If they do not want to share it, carry on helping and create the record with their phone number. Reply in the customer’s language.

Change the table, field and status names to the ones your base uses before you paste it.

What to connect

Airtable. Create a personal access token with read and write access to records and read access to the base schema, add the base with your Leads table, and paste the token in when AeroChat asks.
Your knowledge base. Upload your product or service details to AeroChat so it can answer before it asks for details.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Airtable, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Airtable’s public documentation, the checklist asks you to check it once against the current docs.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

Which fields AeroChat fills, and the values it uses.
When it asks for details: right away, or after answering.
Who gets the handover.

The result to expect

Every chat lead is in your Leads table with a channel and a note, without anyone typing it. Your views and automations pick them up like any other lead.

Measure it with your own numbers: leads recorded from chat, and how many got a follow-up, for a month before and after.

Next: answer order questions from Airtable.

Works on every chat channel

This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Airtable connection behind it. See what each channel does on the Airtable integration page.

Send your first chat lead to Airtable

Paste the recipe, add your Airtable token, and leave your own details in the chat.

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On Shopify? Install AeroChat from the Shopify App Store.