Ad campaigns → active engagement

Audience: Marketing, sales operations, and domain admins who use Aventora Admin and Aventora CRM.

Goal: Run paid ads (Meta, Google, LinkedIn, or other) so that people who click start a conversation or appointment booking in Aventora—not just visit a static page.

Assumptions:

• Your organization already uses Aventora Admin (Engagement Hub + Domain Assistant) and Aventora CRM.
• CRM Sync is enabled and connected (Hub activity appears on CRM People records).
• You have (or can connect) a calendar: Google, Microsoft Outlook, or Aventora Calendar.

Related docs:

Document	Audience	Purpose
CHATBOT_EMBEDDING.md	Developer + domain admin	Install chat widget / CTA on website (Path A)
AVENTORA_USER_MANUAL.md	Sales + ops	Daily CRM and Hub operations after launch
BULK_CALL_CSV_GUIDE.md	Ops	Follow-up campaigns from exported lead lists
ENGAGEMENT_HUB_START_API.md	Developers	Custom server-to-server Hub starts

Client handoff pack (website ad campaigns): send this doc + CHATBOT_EMBEDDING.md + optionally AVENTORA_USER_MANUAL.md.

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Table of contents

1. How ad traffic becomes engagement
2. Choose your ad path
3. Before you launch (checklist)
4. Path A — Landing page + chat widget
5. Path B — Meta / Instagram messaging ads
6. Path C — Lead form email → automatic Hub outreach
7. Calendar setup for appointment booking
8. Configure Domain Assistant for ad traffic
9. Launch the ad
10. After the click — convert interest into engagement
11. Measure and improve
12. Troubleshooting

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How ad traffic becomes engagement

Paid ads send people to one of three entry points. Each can end in an active engagement (AI call, SMS, WhatsApp, live chat, or booked appointment) and—when CRM Sync is on—a Person record in CRM with activity on the timeline.

flowchart LR
  subgraph Ads["Paid ads"]
    Meta[Meta / Instagram]
    Google[Google / LinkedIn / other]
  end

  subgraph Capture["Capture"]
    LP[Landing page + chat widget]
    DM[Instagram / Messenger DM]
    Email[Lead form notification email]
  end

  subgraph Aventora["Aventora"]
    DA[Domain Assistant]
    Hub[Engagement Hub]
    CRM[Aventora CRM]
  end

  Meta --> LP
  Meta --> DM
  Google --> LP
  Google --> Email

  LP --> DA
  DM --> DA
  Email --> Hub

  DA --> Hub
  Hub --> CRM
  DA --> CRM

End result	What the customer experiences	Where you configure it
Conversational outreach	AI calls or messages them (phone, SMS, WhatsApp) after they ask to talk to someone	Domain Assistant → callback form; or Hub → Single Call
Live chat	SMS/chat thread queued for your team	Domain Assistant → preferred channel Chat; Hub → Chat Center
Appointment booking	Bot collects details and books a slot, or Hub runs an appointment booking call	Domain Assistant intake forms + calendar; Hub calendar + appointment_booking call type
CRM follow-up	Lead appears in Sales Cockpit or on a Person record for your team to engage	CRM Sync + Cockpit signals

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Choose your ad path

If your ad CTA is…	Use	Best for
Learn more, Get quote, Sign up, Visit website	Path A — Landing page + chat widget	Most campaigns; full control of page and bot script
Send message, Contact on Instagram, Click to Messenger	Path B — Meta messaging	Social-native conversations in DM
Lead form (on-platform or your site sends email notifications)	Path C — Email Pull	Speed-to-lead when you already get email alerts

You can run more than one path at once (for example landing-page ads plus Instagram DM ads).

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Before you launch (checklist)

Complete these in Aventora Admin and CRM before spending on ads.

Engagement Hub account owner

Step	Path in Admin	Why it matters
Confirm CRM Sync is connected	Engagement Hub → Account Settings → CRM Sync	Engagements and chat signals attach to the right People records
Confirm credits and channels	Engagement Hub → Dashboard	Outbound calls and messages need balance and enabled channels (phone, SMS, etc.)
Connect calendar (if booking appointments)	Engagement Hub → Calendar or Account Settings → Calendar / Aventora Calendar	Appointment booking needs free/busy availability
Set default broker phone	Account Settings → Org / inbound settings	Callback and conversational flows need a valid outreach number
Optional: configure Email Pull	Engagement Hub → Email Pull	For Path C only

Domain admin (Domain Assistant)

Step	Path in Admin	Why it matters
Update knowledge base for the campaign offer	Domain Assistant → Global Libs → regenerate index	Bot answers match the ad promise
Set welcome message aligned with the ad	Domain Assistant → Domain Settings	First impression matches what they clicked
Confirm forms / intakes (if using booking or lead capture)	Domain Assistant → Forms and Definitions / Intakes	Structured capture for appointments or quotes
Test the bot end-to-end	Open your landing page or DM the connected Page	Catch broken flows before ad spend

CRM workspace

Step	Path in CRM	Why it matters
Each rep has engagement initiator phone on their profile	CRM → Settings → Profile	Engage by Aventora from a Person record requires it
Sales Cockpit enabled (if you use it)	CRM → Cockpit	Prioritized queue for hot leads from chat and engagements
Pipeline / New Leads view ready	CRM → People	Team knows where ad-sourced contacts land

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Path A — Landing page + chat widget

Use when: Meta, Google, or other ads send traffic to your website (or Aventora CMS page).

Step 1 — Build the landing page

1. Create a page focused on one offer (same message as the ad).
2. Keep the primary action obvious: “Chat with us,” “Get a quote,” or “Book a consultation.”
3. Add UTM parameters to the ad destination URL for your analytics, for example: https://yoursite.com/special-offer?utm_source=facebook&utm_medium=paid&utm_campaign=spring-2026

Step 2 — Embed the Aventora chat widget

The chat widget is the CTA button visitors use to start a conversation. It must load on the landing page.

Full setup (API key, token endpoint, embed code, testing): CHATBOT_EMBEDDING.md

Summary for campaign owners:

1. Generate a domain API key in Admin → Settings → Domain API Keys.
2. Your developer adds a server route (e.g. /api/chatbot-token) that mints short-lived tokens — never put the API key in browser code.
3. Add the widget script to the landing page (floating corner bubble or embedded panel).
4. Optional: wire a “Chat with us” button to window.AventoraChatbot.open() — see the embedding guide.

If you use Aventora CMS: enable the chat widget on the campaign page template (your Aventora onboarding contact can confirm the exact toggle for your deployment).

Step 3 — Align the bot with the ad

See Configure Domain Assistant for ad traffic. The landing-page visitor should be able to:

• Ask questions (knowledge base),
• Request a callback (talk to an advisor → conversational Hub engagement),
• Complete an intake form or book an appointment (when forms are enabled).

Step 4 — Point the ad to the landing page URL

In Meta Ads Manager, Google Ads, or your platform:

• Destination: the landing page URL (with UTMs).
• CTA button: Learn More, Sign Up, Get Offer, etc.—the on-page chat widget is where the conversation starts.

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Path B — Meta / Instagram messaging ads

Use when: the ad CTA is Send Message, Contact, or Instagram Direct.

The customer stays in Instagram or Messenger; Domain Assistant replies in the thread. They can ask questions and request a callback without visiting your website.

Step 1 — Connect Meta to your domain

1. Sign in to Aventora Admin as a domain admin.
2. Open Domain Settings (or Settings for your domain).
3. Find Instagram / Meta channel and click Connect Instagram.
4. Complete Meta login and authorize the Facebook Page linked to your Instagram Business account.
5. Confirm status shows Connected (Page name and IG account id visible).

If connection fails, note the error shown after redirect and contact support—common causes are missing Page admin rights or webhook verify token mismatch.

Step 2 — Configure the webhook verify token

Your domain needs instagram_verify_token in technical settings matching the value in the Meta Developer Console webhook configuration. This is usually set during onboarding; reconnect or ask support if DMs are not reaching the bot.

Step 3 — Test before running ads

1. From a personal Instagram account, send Hello to your business Instagram.
2. Confirm the bot replies with your welcome message.
3. Try “Can someone call me back?” or your campaign phrase and confirm the callback form or engagement starts.

Step 4 — Create the messaging ad

In Meta Ads Manager:

• Choose an objective that supports Messages (e.g. Engagement → Messages).
• Select your connected Instagram or Facebook Page.
• Use ad creative that tells people to message you (e.g. “DM us to book your free consultation”).
• Do not rely on a website URL for the primary action—the conversation starts in DM.

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Path C — Lead form email → automatic Hub outreach

Use when: leads arrive as email notifications (Meta lead forms, website “notify admin” emails, third-party form builders).

Step 1 — Identify the lead email pattern

Note the sender, subject line, and which fields appear (name, phone, email). You need this to configure parsing rules.

Step 2 — Configure Email Pull

1. Aventora Admin → Engagement Hub → Email Pull.
2. Add or edit a configuration for the inbox that receives lead notifications.
3. Set the default channel (phone or SMS) and call type:
   • Conversational — qualify the lead in a two-way conversation.
   • Appointment booking — offer real calendar slots (requires calendar setup).
   • Informational — one-way message with a clear next step.
4. Enable the configuration and send a test lead email to confirm Hub starts an engagement.

Step 3 — Confirm CRM sync

When Email Pull creates an engagement, the outcome should appear on the matching Person in CRM after the call or message completes. If not, check Account Settings → CRM Sync and run a sync report.

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Calendar setup for appointment booking

Appointment booking requires real availability. Connect one of the following before promising “book a slot” in ads or bot scripts.

Option 1 — Google or Microsoft Outlook (most common)

1. Aventora Admin → Engagement Hub → Calendar.
2. Connect Google or Microsoft and grant calendar access.
3. Set working hours and appointment duration under Account Settings → Calendar (account owner).
4. Each rep who receives bookings should connect their own calendar if your process assigns by person.

Hub appointment booking calls and SMS flows use this availability to offer slots.

Option 2 — Aventora Calendar

If your organization uses Aventora Calendar (team scheduling product):

1. Account Settings → Aventora Calendar — enable and configure team rules.
2. CRM workspace: Settings → Apps → Aventora Calendar when offered for your workspace.
3. Confirm booking from a test Single Call (appointment booking type) before running ads.

Option 3 — Booking inside Domain Assistant (chat)

When appointment intake forms are enabled for your domain, visitors can book through the chatbot conversation (intake collects date/time and calls your calendar API). Coordinate with your Aventora contact to confirm intake forms are live for your domain.

Booking method	Customer entry	You configure
Hub outbound call	You or Email Pull start appointment booking	Hub → Calendar
Chat intake form	Visitor completes form in widget or DM	Domain Assistant → Intakes / Forms
CRM manual engage	Rep starts Request a meeting template	CRM → Engage by Aventora

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Configure Domain Assistant for ad traffic

These settings make ad clicks convert instead of bouncing.

Welcome message

Domain Assistant → Domain Settings

• Match the ad headline (offer, deadline, geography).
• Example: “Thanks for reaching out about our spring insurance review. I can answer questions, help you book a call, or connect you with an advisor.”

Knowledge base

Domain Assistant → Global Libs

• Upload or edit content for pricing FAQs, service area, eligibility, and objections.
• Click Regenerate index after changes.

Callback / conversational engagement (high intent)

When a visitor says they want to talk to someone, get a call back, or speak with an advisor, the bot shows a short form (name, phone, subject, preferred channel: phone, SMS, WhatsApp, or chat).

On submit, Engagement Hub starts a conversational engagement automatically (when phone assistant is enabled for your domain).

Verify before launch:

1. Open the widget on your landing page.
2. Type: “Can someone call me back about the offer in your ad?”
3. Complete the form with a test phone number you control.
4. Confirm the outreach arrives and appears in Hub Dashboard and (after sync) on the CRM Person record.

Forms and intakes (quotes, applications, appointments)

If your campaign promises a quote, application, or scheduled consultation:

• Domain Assistant → Forms and Definitions — confirm the right forms are active.
• Domain Assistant → Intakes — confirm appointment or industry intakes are configured.
• Train the bot phrasing in Domain content so visitors know they can say “book an appointment” or “get a quote.”

Conversation logs (quality before scale)

Domain Assistant → Logs — run 5–10 test conversations covering your ad script. Correct wrong answers before increasing ad budget.

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Launch the ad

Meta (website traffic)

Setting	Recommendation
Objective	Traffic, Leads, or Sales (depending on pixel setup)
Destination	Landing page URL with UTMs
Creative	Same promise as bot welcome message
Pixel / conversions	Optional: track landing page view; engagement completion is tracked inside Aventora

Meta (messages)

Setting	Recommendation
Objective	Engagement → Messages
Destination	Connected Page / Instagram
Creative	Explicit “Message us to …”

Google / other

Setting	Recommendation
Final URL	Landing page with chat widget
Call extensions	Optional; inbound Hub number can handle calls separately from chat-led flow
Lead form extensions	Pair with Email Pull if emails are sent to your monitored inbox

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After the click — convert interest into engagement

Not every visitor completes self-serve booking on the first visit. Use CRM + Hub to close the loop.

1 — Monitor live activity

Where	What to watch
Hub → Dashboard	Outbound engagements started from chat or Email Pull
Hub → Chat Center	Waiting SMS/chat conversations needing a human
Domain Assistant → Logs	Abandoned chats, wrong answers, high-intent phrases
CRM → Cockpit	Priority leads, hot leads, follow-up queues

2 — Engage from CRM (manual follow-up)

When a Person exists (from sync, manual create, or import):

1. Open the record in Aventora CRM.
2. Use Engage by Aventora → pick a template (Request a meeting, Follow-up check-in, custom).
3. Choose Channel: Phone, SMS, or Email.
4. For appointments, use a template or custom instruction that references booking; Hub uses your connected calendar for appointment booking type starts from Admin.

See AVENTORA_USER_MANUAL.md §2.5.

3 — Engage from Admin (speed-to-lead)

Engagement Hub → Single Call

1. Enter name, phone, email from the lead.
2. Call type: conversational (qualify) or appointment_booking (offer slots).
3. Channel: phone, SMS, or WhatsApp as enabled.
4. Add instructions referencing the ad campaign (“Following up on your click on our Meta ad for …”).

4 — Bulk follow-up for captured lists

Export or build a CSV of leads who filled forms but did not book. Use Bulk Call — see BULK_CALL_CSV_GUIDE.md.

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Measure and improve

Metric	Where	Action
Chat sessions from campaign	Domain Assistant → Dashboard / Logs	Filter by date; read drop-off points
Engagements started	Hub → Dashboard / Analysis	Compare call types and success rate
Appointments booked	Hub Analysis + CRM timeline	Tie to calendar events
Pipeline impact	CRM → Cockpit, Opportunities	Move stages when engagements succeed
Cost per engaged lead	Your ad platform + Hub credits	Pause ads if bot or Email Pull is broken

Weekly review (15 minutes):

1. Top 10 chat logs from the campaign — any wrong answers? Update Global Libs.
2. Hub Analysis — connection rate and booking rate.
3. CRM Cockpit — clear Priority Leads and Leads Requiring Follow-up.

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Troubleshooting

Symptom	Likely cause	What to do
Chat widget does not appear on landing page	Embed script missing or token API error	Follow CHATBOT_EMBEDDING.md — Troubleshooting
Bot answers are off-topic vs ad	Stale knowledge base	Update Global Libs; regenerate index
“Talk to advisor” does nothing	Phone assistant not enabled for domain	Contact support; confirm Hub account linked to domain
Callback form submits but no call/SMS	Missing broker phone or credits	Account Settings → default broker phone; Dashboard → credits
Appointment booking offers no slots	Calendar not connected or no free time	Hub → Calendar; check working hours
Instagram DM no reply	Meta channel not connected or webhook issue	Admin → reconnect Instagram; verify instagram_verify_token
Email Pull does not start calls	Wrong inbox, rule, or parsing	Email Pull config; send test email
Engagement runs but not on CRM Person	CRM Sync mismatch	Account Settings → CRM Sync report; resync
Cockpit empty	Signals not enabled or no linked activity	Confirm engagements complete; check workspace Cockpit setup

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Quick reference — campaign launch order

1. Checklist — CRM Sync, calendar, credits, knowledge base, welcome message.
2. Pick path — landing page widget, Meta DM, or Email Pull.
3. Test — one full journey (click → chat → callback or booking → CRM timeline).
4. Launch ad — destination URL or messaging destination matches your path.
5. Operate — Dashboard, Logs, Cockpit, Engage by Aventora for stragglers.
6. Improve — weekly log review and Analysis.

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When adding new ad capture channels or changing chat-to-Hub behavior, update this guide and note the change in your internal release notes.