Connect lead sources to the AI agent

Lead sources are connected from Leads → Configure, on the Sources tab. Each source row has an AI on/off switch and a mode dropdown (Off, Draft only, Auto first reply, Auto qualify, Auto book); press Save changes to apply. The same tab holds the Webhook setup panel for form tools and Zapier, the Yelp-via-Zapier recipe, and the Number attribution panel that ties inbound phone numbers to a source.

Before you start

• The AI Lead Agent requires the Phone Enterprise plan — otherwise the settings page shows "Phone Enterprise plan required" with an upgrade link.
• Texting sources (Direct SMS, Google Maps Text) need a phone number that can send SMS — see SMS-ready status.
• Editing sources requires the lead-agent edit permission (owners and admins have it).

Step 1 — Open the Sources tab

1. Click Leads in the left sidebar, then Configure (top right).
2. The settings page opens on the Sources tab: a table of every source with columns for Source, Mode, Status, and AI.

Sources show one of three statuses: Connected (working today), Coming soon (visible but disabled), or Inbound Only (Instagram DMs — leads arrive, but there is no send path yet).

Step 2 — Enable a source and pick its mode

1. Flip the AI switch on for the source.
2. Pick a mode from the dropdown. Start conservative — Draft only lets you review every AI reply before anything is sent.
3. Click Save changes. You'll see "Settings saved." on success.

Not every channel offers every mode: WhatsApp supports Off and Auto first reply; Website Form / Chat, Generic Webhook, and Instagram DMs are draft-only; Facebook Messenger goes up to Auto qualify. The dropdown only lists what the channel supports.

Two standing rules apply to every source: "Urgent, emergency, ASAP, and today requests are routed to dispatcher review." and "SMS sends still use the existing billable SMS and compliance path." If any source is set to Auto book, the page also reminds you: "Bookings still require explicit customer confirmation and backend re-check."

Step 3 — Map your phone numbers (Number attribution)

Texts arrive as Direct SMS until a number is mapped to a source. The Number attribution panel fixes that:

1. Enter one of your company numbers (for example +15551234567).
2. Pick the channel — Google Maps Text or Direct SMS.
3. Give it a label (for example Google Maps) and optionally link a Job Source so AI-booked jobs inherit it.
4. Click Add mapping.

Existing mappings can be deactivated or removed from the same panel.

Step 4 — Set up the Generic Webhook (forms and Zapier)

The Webhook setup panel gives you a Webhook URL and a secret: "Use this URL and secret with external form tools or automation platforms."

1. Click Generate secret the first time (the field reads "No secret yet" until you do).
2. Use Copy URL and Copy Secret to paste both into your form tool or Zapier.
3. To invalidate a leaked secret, click Rotate secret — the page confirms with "Rotate? This invalidates the current secret." before rotating. Anything still using the old secret stops working.

Step 5 — Connect Yelp through Zapier

The Connect Yelp via Zapier panel documents the exact recipe: "Use the Generic Webhook URL and secret above in a Zapier Webhooks by Zapier POST action." In short:

1. In Zapier, create a Zap with Yelp as the trigger.
2. Add Webhooks by Zapier as the action and choose POST.
3. Paste your Webhook URL, and add the header X-Dispatch-Webhook-Secret with your secret.
4. Map the fields using the table on the panel (name, phone, email, address, service type, message), set channel_type to yelp, and use the Yelp lead ID as external_id so duplicate Zap retries are skipped.

To reply to Yelp leads from the inbox, also fill in the Outbound Yelp replies via Zapier panel: paste your Zapier Catch Hook URL, tick the enable checkbox, and click Save Yelp Zapier hook.

What your customer sees

The Website Form / Chat source uses an embeddable lead form. The customer enters their name, phone or email, an optional urgency ("Emergency — today", "Urgent — within 24 hours", "Normal — this week", or "Flexible — no rush") and a message, then submits. They get a thank-you card; the lead lands in your Leads inbox. If they skip both phone and email the form asks: "Please share a phone number or email so we can reach you."

Troubleshooting

• A channel refuses to save in Auto qualify or Auto book — the save bar shows the real backend reason per channel, including training-gate failures (labeled runs and quality percentage against the required threshold). Label more drafts in the inbox (training guide), or — for SMS channels — an owner/admin can use the override button shown under the error during live testing.
• "This number is already mapped for that channel." — each number maps once per channel. Remove the old mapping first.
• "That number is not one of this company's phone numbers." — the Number attribution panel only accepts numbers your company owns in Dispatch Bros.
• Website form shows "Website intake is paused for this business. Please contact them directly." — the Website Form / Chat source is disabled. Re-enable it on the Sources tab.
• Webhook leads stopped arriving after rotating the secret — the external tool is still sending the old secret. Update the header value everywhere the webhook is used.