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.
Meta ads only: For step-by-step Meta Ads Manager and Aventora Admin instructions (Instant Form popup, landing page + chat, Instagram/Messenger DM), see Meta Ad Management.
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 |
|---|---|---|
| Meta Ad Management | Marketing + domain admin | Meta-only: Instant Form, landing page, messaging ads |
| Chatbot Embedding | Developer + domain admin | Install chat widget / CTA on website (Path A) |
| Aventora User Manual | Sales + ops | Daily CRM and Hub operations after launch |
| Bulk Call CSV Guide | Ops | Follow-up campaigns from exported lead lists |
| Engagement Hub Start API | Developers | Custom server-to-server Hub starts |
Client handoff pack (website ad campaigns): send this doc + Chatbot Embedding + optionally Aventora User Manual.
Table of contents
- How ad traffic becomes engagement
- Choose your ad path
- Before you launch (checklist)
- Path A — Landing page + chat widget
- Path B — Meta / Instagram messaging ads
- Path C — Lead form email → automatic Hub outreach
- Path D — CRM Campaign landing (URL + QR)
- Calendar setup for appointment booking
- Configure Domain Assistant for ad traffic
- Launch the ad
- After the click — convert interest into engagement
- Measure and improve
- Troubleshooting
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.
| 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 |
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 or Meta Ad Management Track 3 | Social-native conversations in DM |
| Lead form (on-platform or your site sends email notifications) | Path C — Email Pull or Meta Ad Management Track 1 | Speed-to-lead when you already get email alerts |
| Unique URL / QR for a simple lead form | Path D — CRM Campaign landing | CRM-managed landing + tag or auto-engage without a separate landing page or chat embed |
You can run more than one path at once (for example landing-page ads plus Instagram DM ads).
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 |
Path A — Landing page + chat widget
Use when: Meta, Google, or other ads send traffic to your website.
Step 1 — Build the landing page
- Create a page focused on one offer (same message as the ad).
- Keep the primary action obvious: “Chat with us,” “Get a quote,” or “Book a consultation.”
- 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
Summary for campaign owners:
- Generate a domain API key in Admin → Settings → Domain API Keys.
- Your developer adds a server route (e.g.
/api/chatbot-token) that mints short-lived tokens — never put the API key in browser code. - Add the widget script to the landing page (floating corner bubble or embedded panel).
- Optional: wire a “Chat with us” button to
window.AventoraChatbot.open()— see the embedding guide.
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.
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.
Full Meta step-by-step (Admin + Ads Manager): Meta Ad Management — Track 3
Summary:
- Aventora Admin → Settings — connect Instagram / Meta channel.
- Test DM → bot reply → callback form → Hub engagement.
- Meta Ads Manager — objective Engagement → Messages; creative tells people to message you.
Path C — Lead form email → automatic Hub outreach
Use when: leads arrive as email notifications (Meta Instant Forms, website “notify admin” emails, third-party form builders).
Full Meta Instant Form step-by-step: Meta Ad Management — Track 1
Summary:
- Enable email notifications on your lead form (Meta or other) to a monitored inbox.
- Aventora Admin → Engagement Hub → Email Pull — connect that inbox; set Conversational call type and campaign instruction.
- Submit a test lead; confirm Email Pull → Logs and Hub Dashboard.
- Confirm CRM Person timeline after sync.
Path D — CRM Campaign landing (URL + QR)
Use when: you want a dedicated landing URL and QR code managed in Aventora CRM, with a simple form (name, phone, email, intent) and optional UTM pre-fill—without building a separate landing page or embedding the chat widget.
Full guide: CRM Campaign landing pages
Summary:
- Aventora CRM → Campaigns → create a campaign, set headline/copy, optional interest dropdown, Landing page appearance (button label, intent label, accent color), and Tag only or Auto-start Aventora engagement.
- Activate the campaign; copy the landing URL or download the QR code.
- Use that URL as the ad destination (append
utm_*params as needed). - Hub serves
GET /campaign/{token}with workspace/domain branding; submissions create/update a CRM Person withcampaignIdandsource. - Follow up from the Campaign Leads People view or let auto-engage run immediately.
Requires: AVENTORA_BASE_URL on CRM (Hub base URL; also used for campaign link display), TWENTY_BASE_URL or CRM_API_URL on Hub (for submit), and Hub ↔ CRM sync for engagements.
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)
- Aventora Admin → Engagement Hub → Calendar.
- Connect Google or Microsoft and grant calendar access.
- Set working hours and appointment duration under Account Settings → Calendar (account owner).
- 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):
- Account Settings → Aventora Calendar — enable and configure team rules.
- CRM workspace: Settings → Apps → Aventora Calendar when offered for your workspace.
- Confirm booking from a test Single Call (appointment booking type) before running ads.
If a team member has no availability records, Domain Assistant stores Monday–Friday, 9:00 AM–5:00 PM (weekends off) on first booking lookup and offers the first remaining slot after the current local time. Adjust hours in Aventora Calendar if your schedule differs. Past times today are not offered.
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 |
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:
- Open the widget on your landing page.
- Type: “Can someone call me back about the offer in your ad?”
- Complete the form with a test phone number you control.
- 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.
Launch the ad
Meta (all formats)
See Meta Ad Management for step-by-step Ads Manager setup (Instant Form, website traffic, and messaging ads).
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 |
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):
- Open the record in Aventora CRM.
- Use Engage by Aventora → pick a template (Request a meeting, Follow-up check-in, custom).
- Choose Channel: Phone, SMS, or Email.
- 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 §2.5.
3 — Engage from Admin (speed-to-lead)
Engagement Hub → Single Call
- Enter name, phone, email from the lead.
- Call type:
conversational(qualify) orappointment_booking(offer slots). - Channel: phone, SMS, or WhatsApp as enabled.
- 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.
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):
- Top 10 chat logs from the campaign — any wrong answers? Update Global Libs.
- Hub Analysis — connection rate and booking rate.
- CRM Cockpit — clear Priority Leads and Leads Requiring Follow-up.
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 — 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 | Requested day is a weekend, after hours, a holiday, or fully booked (or Outlook/Google is connected with no free time) | Hub → Calendar; for Aventora Calendar, empty hours default to Mon–Fri 9:00–5:00 — check that date is a weekday and still inside remaining hours |
| Instagram DM no reply | Meta channel not connected | Admin → reconnect Instagram; see Meta Ad Management — Troubleshooting |
| 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 |
Quick reference — campaign launch order
- Checklist — CRM Sync, calendar, credits, knowledge base, welcome message.
- Pick path — landing page widget, Meta DM, or Email Pull.
- Test — one full journey (click → chat → callback or booking → CRM timeline).
- Launch ad — destination URL or messaging destination matches your path.
- Operate — Dashboard, Logs, Cockpit, Engage by Aventora for stragglers.
- Improve — weekly log review and Analysis.
Changelog
| Date | Change |
|---|---|
| 2026-08-13 | Aventora Calendar empty hours: If a user has no availability records, Domain Assistant persists Monday–Friday 9:00 AM–5:00 PM and offers the first remaining slot after the current local time. |
| 2026-07-05 | Path D updated for Campaign landing branding (workspace/domain logo, appearance settings) — see Campaign landing pages. |
| 2026-07-05 | Added Path D — CRM Campaign landing (URL + QR) with link to CRM Campaign landing pages. |
| 2026-07-05 | Added link to Meta Ad Management; trimmed Meta Path B/C and Launch sections in favor of the dedicated Meta guide. |
When adding new ad capture channels or changing chat-to-Hub behavior, update this guide and note the change in your internal release notes.