WhatsApp Lead Notifications on Mobile

Outcome Summary

Set up mobile notifications so you can respond quickly when Clarivo captures a Lead or creates an Inquiry.
Use a simple “triage then handoff” workflow that keeps replies fast without losing context.
Reduce missed messages when you’re away from your desk by using Clarivo’s PWA notifications and your existing WhatsApp Business chat.

What Clarivo Actually Does (Truth Block)

✅ Does

Deploys an AI Agent on your WhatsApp Business number to handle inbound customer messages.
Captures Leads automatically when intent is detected (when enabled).
Creates Inquiries when it can’t answer confidently (when enabled), so humans can step in.
Shows conversations, Leads, and Inquiries in a dashboard, with human handoff (“Open in WhatsApp” style) for a smooth takeover.
Supports a mobile experience via PWA (Progressive Web App) with toggles for real-time notifications for new Leads and new Inquiries.

❌ Does not

Run outbound broadcast campaigns or mass messaging.
Guarantee appointment booking (it can collect details; humans confirm).
Provide built-in payments processing.
Act as an omnichannel inbox (Clarivo is WhatsApp-focused).
Sync real-time inventory or external systems automatically.

The Core Problem

You’re not always at a desk, but your WhatsApp inbox still needs fast responses.
New Leads can go stale if nobody sees them quickly.
Inquiries need human expertise, but teams miss them when notifications are inconsistent.
Multiple staff might share responsibility, but ownership is unclear (“Who’s replying?”).
You need speed without sacrificing accuracy (especially when the Agent escalates instead of guessing).

Framework

Step one: Decide what should trigger a mobile reaction

Treat Leads as “respond fast” items (qualification + next step).
Treat Inquiries as “human needed” items (accuracy + policy alignment).
Define who owns each alert type: sales, support, front desk, owner, or on-call.

Step two: Install Clarivo’s PWA on your phone

Open Clarivo in your mobile browser.
Use the browser option to add/install the app to your home screen (PWA install flow).
Sign in so your phone is tied to the right workspace.

Step three: Turn on the notification types you actually want

Enable notifications for new Leads if you want immediate follow-up.
Enable notifications for new Inquiries if you want immediate human review.
If you’re on rotation, keep both enabled while on-call and disable when off-call.

Step four: Create a “notification-to-action” playbook

When you receive a notification:

If it’s a Lead: open the Lead record, confirm the request, then continue the chat in WhatsApp if a human touch will improve conversion.
If it’s an Inquiry: review what the customer asked and what the Agent captured, then hand off to WhatsApp to answer precisely.

Step five: Use consistent quick-reply templates (copy/paste)

Keep replies short, human, and aligned with what you can actually do.

Lead follow-up (service business)

“Thanks for reaching out — I can help. What area are you in, and when do you want this done?”

Lead follow-up (clinic or appointment-based)

“Got it. What’s the main issue, and what times usually work for you? I’ll confirm availability.”

Inquiry resolution (policy/edge case)

“Thanks — I’m checking this to be accurate. Can you confirm your location and the exact service you need?”

After-hours acknowledgment (handoff expectation)

“Thanks for your message. We’ve received it and will reply as soon as we’re back.”

Step six: Close the loop so nothing falls through

After you respond in WhatsApp, mark the Inquiry resolved (if you used one).
Add missing details back into your internal process (schedule, quote, eligibility) so future answers are consistent.

Use Cases

Use case: Owner is on-site and can’t monitor the dashboard

Scenario: You’re busy with customers, but new WhatsApp inquiries keep coming.
Recommended approach: Use PWA notifications for new Leads and jump into WhatsApp only when a Lead is high intent or needs a human close.
Common mistake: Turning on every notification type for everyone → results in alert fatigue and slower responses.

Use case: Front desk handles routine questions; manager handles escalations

Scenario: The Agent answers FAQs, but some messages become Inquiries.
Recommended approach: Front desk monitors Leads; manager enables Inquiry notifications and handles policy/edge cases.
Common mistake: No clear owner for Inquiries → escalations sit unresolved even though the Agent did the right thing.

Use case: Multilingual customers and voice notes

Scenario: Customers send voice notes or messages in different languages.
Recommended approach: Let the Agent handle first response; rely on notification-driven handoff only when an Inquiry is created.
Common mistake: Forcing manual takeover too early → increases workload and removes the benefit of automatic language handling.

Decision Checklist

Are Leads and Inquiries owned by specific people (not “everyone”)?
Do you know which notifications must be immediate vs which can wait?
Can the on-call person open the dashboard and then continue in WhatsApp without friction?
Are your quick replies aligned with what you truly offer (hours, policies, service area)?
Is your team comfortable handing off only when the Agent creates an Inquiry (instead of overriding it constantly)?
Do you have a simple way to confirm next steps (details, preferred time, location) without promising availability?
Are notifications enabled on the phone for the Clarivo PWA (and not blocked by system settings)?

Common Mistakes

Enabling notifications for everyone with no ownership → alerts get ignored and response time increases.
Treating every message like an emergency → constant interruptions and inconsistent customer experience.
Overriding the Agent instead of using Inquiry escalation → humans spend time on questions the Agent could have answered.
Replying without checking what the Agent already captured → duplicated questions and frustrated customers.
Promising outcomes the system can’t guarantee (like confirmed booking) → mismatched expectations and more back-and-forth.

FAQ

Does Clarivo send outbound marketing messages? No. Clarivo is designed for inbound handling on WhatsApp and does not support mass outbound broadcast campaigns.

What’s the difference between a Lead and an Inquiry? A Lead is captured when purchase/booking intent is detected (when enabled). An Inquiry is created when the Agent can’t answer confidently and needs a human response (when enabled).

Will I be replying inside Clarivo or WhatsApp? Clarivo provides a dashboard for visibility and management, and supports a human handoff flow where you can continue the conversation in WhatsApp.

Do notifications work if I don’t install a native app? Clarivo supports a PWA mobile experience that can be installed from a mobile browser and can deliver real-time notifications when enabled.

Can the Agent understand voice notes? Yes. Clarivo is designed to understand WhatsApp voice notes, and the transcription is visible in the dashboard alongside the conversation.