RaabtaHQ
Book a demo

Owners and managers

Alerts for hot leads nobody has answered

The AI labels every chat hot, warm or cold. If a hot lead waits longer than the time you choose with no reply from anyone, the chat jumps to the top of the inbox and the team is alerted, on WhatsApp if nobody opens it.

Book a demoChat on WhatsApp
At 16:02 Hassan Raza asks IronCore Fitness on Instagram for the monthly fee and says he wants to join tomorrow. It is daytime and the assistant works only outside business hours, so the chat waits for the team. At 16:04 the lead is labelled hot.
Nabeel replies at 16:29 with the fee and a time to come in. Hassan confirms, and the reply lowers the Needs attention flag.

Answered in 27 minutes, not the next day.

It only fires when nobody has replied

The alert is a safety net. Any reply, from a person or from the assistant, cancels it before it fires. So it matters when your team handles chats by day, or when the assistant is switched off for a channel.

  • Lead classification is on. It is off until an admin switches it on.
  • An alert time is set. 5, 10, 15 or 30 minutes, or off. The default is 10.
  • Nobody answers the chat. In this story the assistant works only outside business hours, so daytime chats wait for the team. If the assistant had been on, it would have replied and no alert would fire.
  • For the WhatsApp step, each person adds their number and keeps hot-lead notifications on.
Lead classification
On
Hot-lead alert
10 minutes
Assistant hours
Outside business hours only

A ready-to-join lead waits at a busy front desk, and the manager's phone buzzes

  1. Trigger: a hot lead in the middle of the day.

    Hassan asks on Instagram for the monthly fee and says he wants to join tomorrow. It is daytime, so the assistant leaves the chat to the team. Two minutes later the chat is labelled hot, with the reason.

  2. What the system does: it flags the wait.

    Ten minutes pass with no reply. The chat is marked Needs attention with Hot lead waiting 10 min, moves to the top of the inbox, and the team gets a Hot leads notification.

  3. What the team sees: the alert follows the manager.

    Nobody opens the notification, so after fifteen minutes it reaches manager Nabeel on WhatsApp.

  4. Result: answered the same afternoon.

    Nabeel replies with the fee and a time to come in. Hassan confirms, and the reply lowers the flag.

At 16:02 Hassan Raza asks IronCore Fitness on Instagram for the monthly fee and says he wants to join tomorrow. It is daytime and the assistant works only outside business hours, so the chat waits for the team. At 16:04 the lead is labelled hot.
Nobody has answered by 16:12, ten minutes on, so the chat is marked Needs attention with Hot lead waiting 10 min and moves to the top of the inbox. The business chose 10 minutes; 5, 15 or 30 are the other choices.
The team gets a Hot leads notification. Nobody opens it, so at 16:27, fifteen minutes later, it reaches manager Nabeel on WhatsApp: unread in RaabtaHQ, hot lead waiting, Hassan Raza.
Nabeel replies at 16:29 with the fee and a time to come in. Hassan confirms, and the reply lowers the Needs attention flag.

How it is put together

  • Lead classification.

    After a customer writes, the AI reads the recent chat, voice-note transcripts and the ad they came from, and labels the lead with what they want, how urgent it is and why. Hot means ready to act now.

    Lead alerts

  • The hot-lead alert.

    Fires only if nobody has answered within your alert time. Once raised, it is lowered by a person's reply, by closing the chat, or by Mark as handled.

    Lead alerts

  • Notifications on WhatsApp.

    Each person chooses which notifications they get. Anything not opened in the app within fifteen minutes can be sent to their phone on WhatsApp.

    Team and control

  • Hot filter and Priority sort.

    The inbox shows a Hot filter with its count, and Priority puts needs attention first, then hot, warm and cold.

    Shared inbox

  • Assistant working hours.

    Always, set hours, or only outside business hours. When the assistant answers a hot lead, it is told to move it to the next concrete step or hand it to a person.

    AI assistant

Runs on: Classification runs on every channel, including chats a person is handling. Alerts reach your team in the app and, if unread, on WhatsApp.

  • On Instagram and Messenger, your reply still has to go within 24 hours of the customer's last message.
  • Each classification uses AI and counts against your monthly AI budget.

About hot-lead alerts

Asked by managers

Will it alert me if the AI already replied?

No. Any reply, from the assistant or a person, cancels the alert before it fires.

Can my team change a label the AI got wrong?

Yes. Every label can be edited, and the AI does not change a value a person set until someone picks Let AI decide again.

Who gets the WhatsApp message?

Each team member who added their number and left hot-lead notifications on. Nothing is sent straight away; only what stays unopened for fifteen minutes.

Book a demo

Find out how long your hot leads wait today

Bring a day of real chats. We'll show you which ones the AI would have labelled hot.

Book a demoChat on WhatsApp

We reply in under an hour.