Meta Ad Management — from ad click to conversational engagement

Audience: Marketing, sales operations, and domain admins who run Meta (Facebook / Instagram) ads and use Aventora Admin and Aventora CRM.

Goal: When someone clicks your Meta ad, they complete a short capture step (Instant Form popup, website chat, or DM) and Aventora starts a conversational Engagement Hub outreach — the same kind of active follow-up you get when an agent uses Engage by Aventora in CRM or the Follow Up Boss embedded app.

Prerequisites:

• Access to Aventora Admin (Engagement Hub + Domain Assistant)
• A Meta Business Manager account with ad permissions
• A Facebook Page (and Instagram Business account for DM or IG placements)
• CRM Sync enabled (recommended — Hub activity appears on CRM People records)

Related docs:

Document	Purpose
Ad Campaigns to Engagement	Google, LinkedIn, and cross-platform ad overview
Follow Up Boss	Manual engage from FUB person records
Aventora User Manual §2.5	Manual engage from CRM
Chatbot Embedding	Website chat widget (Track 2)
Admin User Guide § Email Pull	Email Pull field reference (Track 1)

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Table of contents

1. How Meta ads connect to Aventora
2. Same outcome as FUB or CRM Engage
3. Choose your Meta ad track
4. Before you launch (shared checklist)
5. Track 1 — Instant Form popup
6. Track 2 — Landing page + chat widget
7. Track 3 — Instagram / Messenger messaging ads
8. After launch — operate like FUB or CRM
9. Troubleshooting
10. Quick launch checklist

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How Meta ads connect to Aventora

Meta offers several ad formats. Aventora supports three paths — each ends in Engagement Hub starting a phone or SMS conversation and (when CRM Sync is on) updating the matching Person in CRM.

Track	What the visitor sees	How Aventora captures the lead
Track 1 — Instant Form	Popup form on Facebook or Instagram	Meta emails a lead notification → Email Pull starts Hub outreach
Track 2 — Landing page	Your website with chat bubble	Visitor chats → callback form → Hub outreach
Track 3 — Messaging	Instagram or Messenger thread	Bot replies in DM → callback form → Hub outreach

Note on Instant Forms: Aventora does not connect directly to Meta’s lead API. Meta sends email notifications when someone submits your form; Email Pull reads those emails and starts the engagement automatically. No custom code or API keys are required on your side.

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Same outcome as FUB or CRM Engage

Whether a lead comes from a Meta ad or from your CRM, the Hub engagement uses the same building blocks:

Starting point	Who starts it	What the customer gets
FUB person + embedded app	Agent picks channel and instruction	Conversational call or SMS
CRM Person + Engage by Aventora	Rep picks template and channel	Conversational call or SMS
Meta ad (this guide)	Automatic — Email Pull, chat callback, or DM bot	Conversational call or SMS

After the Hub engagement runs, activity appears on the Hub Dashboard. With CRM Sync enabled, the timeline updates on the matching Person record — the same place your team uses Sales Cockpit and manual Engage by Aventora.

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Choose your Meta ad track

If your ad CTA is…	Use	Best for
Sign Up, Get Quote, Apply Now (on-platform form)	Track 1 — Instant Form	Fastest lead capture without a website visit
Learn More, Get Offer, Visit Website	Track 2 — Landing page + chat	Full control of page content and bot script
Send Message, Contact, Click to Messenger	Track 3 — Messaging ads	Social-native conversations in DM

You can run more than one track at the same time (for example, Instant Form ads for lead gen plus messaging ads for consultations).

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Before you launch (shared checklist)

Complete these steps once — they apply to all three tracks.

Engagement Hub (Aventora Admin)

Step	Path in Admin	Why it matters
Confirm CRM Sync is connected	Engagement Hub → Account Settings → CRM Sync	Engagements attach to CRM People records
Confirm credits and channels	Engagement Hub → Dashboard	Outbound calls and SMS need balance and enabled channels
Set default broker phone / verify caller ID	Account Settings (Org / caller ID)	Conversational callbacks need a valid outreach number
Connect calendar (optional)	Engagement Hub → Calendar	Only required if you use appointment booking instead of conversational
Configure Email Pull (Track 1 only)	Engagement Hub → Email Pull	See Track 1

Domain Assistant (Tracks 2 and 3)

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
Connect Instagram / Meta channel (Track 3 only)	Settings → Instagram / Meta channel	Required for DM ads

CRM workspace

Step	Path in CRM	Why it matters
Each rep has engagement initiator phone	Settings → Profile	Manual Engage by Aventora follow-up requires it
Sales Cockpit ready (if enabled)	Cockpit	Prioritized queue for hot leads from chat and engagements

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Track 1 — Instant Form popup

Use when: The ad opens Meta’s on-platform form (popup) that collects name, phone, email, plus a custom intent question — and you want Aventora to call or text them automatically.

Part A — Meta Ads Manager

1. Open Meta Ads Manager (or Meta Business Suite → Ads).
2. Click Create → choose campaign objective Leads.
3. Configure the ad set:
   • Set your audience, budget, and schedule.
   • Under Placements, select Facebook and/or Instagram as needed.
4. Create the Instant Form (also called a lead form):
   • Click Create form (or select an existing form).
   • Under Questions, add:
     • Full name — required
     • Email — required
     • Phone number — required
     • Custom question for intent — e.g. “What are you interested in?” with options such as Free consultation, Get a quote, or Book a viewing. This answer tells the AI what the lead wants and should match your ad offer.
   • Add your Privacy policy URL.
   • Write a Thank you screen message aligned with your ad (e.g. “Thanks! We’ll reach out shortly.”).
5. Configure lead delivery (critical for Aventora):
   • In form settings, open Lead delivery or Settings.
   • Enable Email notifications to a dedicated inbox (e.g. meta-leads@yourcompany.com).
   • Do not rely on CSV download alone — Aventora needs the email to arrive in a monitored inbox.
   • Submit one test lead yourself and note the sender and subject line (Meta varies by region). You will use this to confirm Email Pull is working.
6. Build the ad creative:
   • Upload image or video matching your offer.
   • Primary text should match the form intent question.
   • Set the Call to action button: Sign Up, Get Quote, Learn More, or similar.
   • Attach the Instant Form you created.
7. Review the campaign. Publish paused first so you can test before spending.

Part B — Aventora Admin

1. Sign in to Aventora Admin.
2. Go to Engagement Hub → Email Pull.
3. Click Add configuration (or edit an existing one for this campaign).

4. Connect the same inbox that receives Meta lead notification emails:
   • Enter the email address, IMAP server, and credentials, or
   • Use OAuth sign-in for Google or Microsoft if your mailbox supports it.
5. Set outreach defaults:

Field	Recommended value	Notes
Default call type	Conversational	Two-way qualify / connect to advisor
Default channel	Phone or SMS	Match your speed-to-lead preference
Default instruction	Campaign-specific script	Example: [Following up on your Meta ad — you asked about a free consultation. Confirm you have a moment to speak with an advisor.]
Instruction mode	Context (multiple campaigns, one inbox) or Override (one config per campaign)	See below

Instruction mode — which to pick:

• Override — Use when this Email Pull config serves one Meta campaign with a fixed script. The default instruction is used exactly as written.
• Context — Use when one inbox receives leads from multiple campaigns. Aventora reads the email body (including the intent answer) and generates a natural greeting from your instruction template.
• Script — Use when you want the default instruction treated as a word-for-word script (similar to Single Call plain text).

6. Set broker phone / outbound caller ID on the config if your account requires it per configuration.
7. Set pull interval (e.g. every 2–5 minutes) so new leads are picked up quickly.
8. Enable the configuration.
9. Click Test connection to confirm the inbox is reachable.
10. Submit a test Meta lead (from Part A step 5). Then open Email Pull → Logs and confirm:
    • Status is success
    • Name, phone, and email were extracted
    • A Hub engagement was queued

Part C — Verify end-to-end

1. Engagement Hub → Dashboard — the test engagement appears (phone or SMS depending on your channel).
2. Email Pull → Logs — open the log row; confirm extracted fields include the intent answer.
3. Aventora CRM → People — after the engagement completes and CRM Sync runs, confirm a Person record with activity on the timeline.

Multi-campaign pattern

Approach	When to use
One Instant Form + one Email Pull config per campaign	Different offers need different instructions (recommended for clarity)
One inbox + Context instruction mode	Many campaigns share one inbox; intent question distinguishes leads

For each campaign, align the custom intent question options with the default instruction so the AI references what the lead actually selected.

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Track 2 — Landing page + chat widget

Use when: The ad CTA sends visitors to your website — the chat bubble on the landing page is where they start the conversation and request a callback.

Part A — Meta Ads Manager

1. Open Meta Ads Manager → Create.
2. Choose campaign objective Traffic or Leads (with website as destination).
3. Configure the ad set (audience, budget, placements).
4. Build the ad:
   • Destination URL: your landing page with tracking parameters, for example: https://yoursite.com/special-offer?utm_source=facebook&utm_medium=paid&utm_campaign=spring-2026
   • Creative: same headline and offer as the landing page.
   • Call to action: Learn More, Sign Up, or Get Offer.
5. Review and publish (paused for testing first).

The ad brings visitors to your page. The chat widget — not the Meta CTA alone — is where they give name, phone, and intent.

Part B — Aventora Admin and your website

1. Embed the chat widget on the landing page — full steps in Chatbot Embedding:
   • Generate a domain API key in Admin → Settings → Domain API Keys.
   • Add a server route that mints short-lived tokens (never expose the API key in browser code).
   • Add the widget script to the landing page.
2. Domain Assistant → Domain Settings — set a welcome message that matches the ad headline.
   • Example: “Thanks for reaching out about our spring insurance review. I can answer questions or connect you with an advisor.”
3. Domain Assistant → Global Libs — upload or edit FAQs for the campaign offer, then click Regenerate index.
4. Confirm the callback form flow works:
   • When a visitor asks to talk to someone, get a call back, or speak with an advisor, the bot shows a short form:
     • Name
     • Phone
     • Subject (their intent — what they want help with)
     • Preferred channel (phone, SMS, WhatsApp, or chat)
   • On submit, Engagement Hub starts a conversational engagement automatically.

Part C — Test end-to-end

1. Open the landing page URL (use the same URL as the ad, or add UTMs).
2. Click the chat bubble (or your “Chat with us” button if wired to open the widget).
3. Type: “Can someone call me back about the offer in your ad?”
4. Complete the callback form with a test phone number you control.
5. Confirm:
   • Outreach arrives (call or SMS).
   • Engagement Hub → Dashboard shows the engagement.
   • CRM Person record appears after sync.

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Track 3 — Instagram / Messenger messaging ads

Use when: The ad CTA is Send Message, Contact, or Click to Messenger — the conversation stays inside Instagram or Messenger.

Part A — Aventora Admin

1. Sign in to Aventora Admin as a domain admin.
2. Open 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 Instagram account visible).
6. Domain Assistant → Domain Settings — set a welcome message for DM traffic.
   • Example: “Hi! Thanks for messaging us. I can answer questions about our services or help you book a call with an advisor.”

If connection fails, check that you have Page admin rights in Meta. Contact Aventora support if status stays disconnected after retry.

Part B — Meta Ads Manager

1. Open Meta Ads Manager → Create.
2. Choose objective Engagement → Messages (or the current Meta equivalent for message campaigns).
3. Configure the ad set:
   • Select your connected Facebook Page and/or Instagram account as the message destination.
4. Build the ad creative:
   • Tell people explicitly to message you — e.g. “DM us to book your free consultation” or “Message us for a quote.”
   • Do not rely on a website URL as the primary action.
5. Review and publish (paused for testing).

Part C — Test end-to-end

1. From a personal Instagram account (not your business account), send Hello to your business Instagram.
2. Confirm the bot replies with your welcome message.
3. Ask for a callback — e.g. “Can someone call me back about your offer?”
4. Complete the callback form in the DM thread (name, phone, subject, preferred channel).
5. Confirm:
   • Hub starts a conversational engagement.
   • Engagement Hub → Dashboard shows the activity.
   • CRM Person record updates after sync.

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After launch — operate like FUB or CRM

Not every lead completes self-serve on the first touch. Use the same daily workflow as FUB or CRM Engage.

Monitor live activity

Where	What to watch
Engagement Hub → Dashboard	Outbound engagements from Email Pull, chat, or DM
Engagement Hub → Chat Center	Waiting SMS or chat conversations needing a human
Domain Assistant → Logs	Abandoned chats, wrong answers, high-intent phrases
Email Pull → Logs (Track 1)	Failed extractions or missing phone numbers
CRM → Cockpit	Priority leads and follow-up queues

Manual follow-up from CRM

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

1. Open the record in Aventora CRM.
2. Use Engage by Aventora → pick a template (Request a meeting, Follow-up check-in, or custom).
3. Choose Channel: Phone, SMS, or Email.
4. Add an instruction referencing the Meta campaign — e.g. “Following up on your click on our Meta ad for …”

See Aventora User Manual §2.5.

Manual follow-up from Admin

Engagement Hub → Single Call

1. Enter name, phone, and 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.

Bulk follow-up for captured lists

Export leads who submitted forms but did not complete booking. Use Bulk Call — see Bulk Call CSV Guide.

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Troubleshooting

Symptom	Track	Likely cause	What to do
No outreach after form submit	1	Email notifications not enabled in Meta	Form settings → enable email delivery to monitored inbox
Email Pull log shows missing_info	1	Phone not in notification email	Confirm phone is a required form field; check log for extracted data
Email Pull log shows skipped	1	Email classified as no action needed	Review email content; adjust default call type or instruction
Wrong greeting / generic script	1	Instruction mode or default instruction	Use Context mode for multi-campaign inbox; tighten default instruction
Chat widget missing on page	2	Embed script or token error	Follow Chatbot Embedding — Troubleshooting
Bot answers off-topic vs ad	2, 3	Stale knowledge base	Update Global Libs; regenerate index
Callback form submits but no call	2, 3	Missing broker phone or credits	Account Settings → default broker phone; Dashboard → credits
Instagram DM no reply	3	Meta channel not connected	Settings → reconnect Instagram
Engagement runs but not on CRM Person	All	CRM Sync mismatch	Account Settings → CRM Sync report; resync
Cockpit empty	All	No completed engagements yet	Confirm engagements finish; check workspace Cockpit setup

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Quick launch checklist

1. Complete the shared prerequisite checklist.
2. Choose a track — Instant Form, landing page, or messaging.
3. Meta Ads Manager — create campaign, form or destination, and creative.
4. Aventora Admin — configure Email Pull (Track 1), chat widget (Track 2), or Meta channel (Track 3).
5. Align intent — custom question (Track 1) or bot welcome message (Tracks 2–3) matches the ad promise.
6. Test — one full journey with a phone number you control.
7. Verify — Hub Dashboard, Email Pull logs (Track 1), CRM Person timeline.
8. Publish the ad (unpause or increase budget).
9. Monitor daily — Dashboard, Logs, Cockpit during the campaign.
10. Follow up manually — Engage by Aventora or Single Call for stragglers.

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Changelog

Date	Change
2026-07-05	Initial guide: Meta Instant Form (Email Pull), landing page + chat widget, and Instagram/Messenger messaging ads — step-by-step Meta Ads Manager and Aventora Admin paths to conversational Hub engagement.