Intelligent Lead Response System

The Intelligent Lead Response System automatically handles Contact Form 7 inquiries by searching your site content for relevant answers and generating personalized AI email responses. This guide covers how to enable, configure, and manage the system, including response modes, lead queue management, and troubleshooting common issues.

Requirements

1. Install and activate Contact Form 7 plugin
2. Build the JakBot embeddings index with at least some posts or pages indexed
3. Configure an active AI provider (OpenAI or Gemini) in JakBot settings

Enabling the Feature

1. Navigate to JakBot → Settings in your WordPress admin
2. Click the Lead Response tab
3. Check the Enable Intelligent Lead Response option
4. Select your preferred Response Mode from the dropdown
5. Click Save Changes to activate the system

Configuring Response Modes

Draft & Review Mode (Recommended)

1. Select Draft & Review from the Response Mode dropdown
2. The AI will generate responses and save them as drafts
3. You’ll receive email notifications with review links
4. Manually approve each response before it’s sent to leads

Auto-Send Mode

1. Select Auto-Send from the Response Mode dropdown
2. AI responses will be emailed to leads automatically without review

Customizing System Settings

1. Go to JakBot → Settings → Lead Response
2. Configure the Default Bot that will generate responses
3. Adjust the Similarity Threshold (0.1-1.0) to control content matching strictness
4. Set Max Daily Responses to control API costs
5. Choose the Processing Interval for how often leads are processed
6. Customize the System Prompt to match your brand voice
7. Edit the Email Disclaimer footer text as needed
8. Set Lead Retention period for automatic cleanup
9. Save your changes

Setting Up Form-to-Bot Mapping

1. Navigate to JakBot → Settings → Lead Response
2. Scroll to the Form-to-Bot Mapping section
3. Click Add Mapping to create a new assignment
4. Select the specific Contact Form 7 form from the dropdown
5. Choose which JakBot bot should handle responses for this form
6. Click Save to apply the mapping

Managing the Lead Queue

1. Access the lead queue at JakBot → Lead Queue
2. Use the status filter tabs to view leads by their current state: Pending, Draft, Sent, No Match, Failed, or Spam
3. Click any row to expand and view full lead details
4. Use row actions like Process Now, Approve & Send, Edit Response, Retry, or Delete as needed
5. Select multiple leads using checkboxes for bulk deletion
6. Click Export CSV to download lead data matching your current filter

Customizing the AI Response Prompt

1. Go to JakBot → Settings → Lead Response
2. Locate the System Prompt text area
3. Edit the prompt to include specific instructions for your brand voice
4. Add guidelines about what the AI should avoid mentioning
5. Include any standard business practices or policies to reference
6. Save your changes to apply the new prompt

Example custom prompt:
You are a helpful assistant for {site_name}. A visitor submitted the following inquiry
through our contact form. Using the site content provided below, write a friendly,
professional response email.

Address the visitor by name if provided. Be helpful and accurate — only reference
information from the provided site content. If the content does not fully address their
question, acknowledge that and let them know a team member will follow up.

Always mention our 24-hour response guarantee and include our support phone number.
Do not make up information that is not in the provided content.

Troubleshooting Common Issues

Leads Captured But Not Processed

1. Verify that WP-Cron is running on your server
2. Check that the feature is enabled in settings
3. Confirm the processing interval is set correctly
4. Review the server’s PHP error log for JB_Lead_Processor entries

All Leads Result in No Match

1. Go to JakBot → Embeddings and rebuild the index
2. Lower the Similarity Threshold from 0.35 to 0.25 or lower
3. Ensure relevant pages and posts are indexed in the embeddings

Poor AI Response Quality

1. Customize the System Prompt with more specific instructions
2. Verify that relevant content is properly indexed
3. Use Draft & Review mode to edit responses before sending
4. Add more detailed content to your indexed pages

Forms Not Being Captured

1. Confirm Contact Form 7 is installed and active
2. Verify the form has recognizable fields: name (your-name, name, or full-name), email, and message
3. Test that form submissions complete successfully
4. Check that Contact Form 7 shows its success message after submission

Failed Lead Processing

1. Expand the failed lead row in the queue to view the error message
2. Verify your AI provider API key is valid and has available quota
3. Ensure an active AI provider is configured for the assigned bot
4. Use the Retry action after fixing the underlying issue

Emails Not Being Delivered

1. Install and configure an SMTP plugin like WP Mail SMTP
2. Test your WordPress site’s email functionality with other plugins
3. Check your hosting provider’s email sending capabilities
4. Verify the recipient email addresses are valid