An inbox for every inquiry your chatbot collects

A chatbot that collects leads is only as useful as the place those leads land. With Allinaa, every request a visitor confirms in the chat becomes a record in your inquiry inbox, with a status, private notes, search and export. This is a tour of that inbox as it works on the Standard plan today.

From chat to inquiry: what gets saved

An inquiry is created only when the visitor sends the request form and ticks the consent box. A chat on its own doesn't create one. Each record holds:

• a reference number that the visitor also sees;
• name (if given), email address and/or phone number;
• the product or service, timing, specific requirements and the next step the visitor asked for;
• whether it is a regular inquiry or a follow-up request;
• the language of the conversation and the page the request was sent from;
• a request summary built from the confirmed fields, with any fields the visitor changed by hand listed separately;
• an automatic chat summary, clearly labeled as context only.

How the assistant gathers these details without interrogating the visitor is explained in Lead capture and qualification.

Email notification to you, confirmation to the visitor

Two emails go out for each inquiry. You get a notification at the address you set up, and the visitor gets a confirmation with the reference number, if they gave an email address. Both are written from the saved record, so they always match what is in the inbox. A visitor who left only a phone number gets no email. The chat shows them the reference to keep instead.

Statuses: New, In progress, Completed

Every inquiry starts as New. Your team moves it to In progress when someone picks it up, and to Completed when it is handled. Each change records who made it and when, and that stays after a reload or the next day. With more than one person on the phones, a quick look at the status prevents two people calling the same customer. It also prevents nobody calling at all.

Private notes the visitor never sees

Notes are for your team only: "called 2:15, voicemail", "wants Saturday, quoted the standard rate", "returning client, ask about last job". They never appear in the chat, in the conversation history or in either email. Keep personal opinions out of them anyway. Write notes as if the customer might one day ask to see their data.

Search, filters and CSV export

• Search by reference, name, phone or service. It works with names written in other alphabets too.
• Filters by status and date. Dates follow your business's time zone, so "today" means your today.
• CSV export opens cleanly in Excel and other spreadsheets, including accented and non-Latin characters. Cells that a spreadsheet could mistake for a formula are neutralized, which protects whoever opens the file.

Most small teams export once a month, add an outcome column (won, lost, not a fit) and compare it with the monthly report. Ideas for what to measure are in How to measure chatbot results.

How each business's data stays separate

Each business's inquiries are kept apart from every other business on the platform. In testing, asking for another business's inquiry returns "not found", a request for another business's area is refused, and a stolen chat session token is rejected. The inbox and the export need a signed-in account. A public link alone shows nothing. On Premium, named team accounts with roles show who changed what.

An illustrative morning in the inbox

Coaches and consultants often run their whole intake this way; see AI chatbot for coaches and consultants. Conversations from other channels, as opposed to captured requests, live in the unified inbox on Premium.

Questions and answers

Does every chat create an inquiry?

No. An inquiry is saved only when the visitor sends the request form with consent and at least one contact method.

Can several people work in the inbox?

On Premium, up to 5 named team members with roles can. Each status change records who made it.

Can I import the export into another tool?

The export is a standard CSV file, so any spreadsheet or tool that imports CSV can read it. Allinaa doesn't sync with other tools on its own.

Which time zone does the inbox use?

The time zone you set for your business in the setup wizard. Dates and date filters follow it.