Capturing leads after hours
Every form, booking and call lands in your database whatever time it arrives, with the arrival time recorded and an owner set for the morning.
Want to see it first? Book a demo
- Forms and bookings, any hour
- Arrival time on the record
- Missed calls get a text back
The short answer
- Web forms and Calendly bookings reach your instance by webhook at any hour and become a contact, a lead with its source, and optionally an owned task waiting for the morning.
- The arrival timestamp is on the record, which turns a vague sense that evenings are busy into a number you can look at before you decide to staff them.
- Calls count too. SalesCrew phone numbers route by your hours, transcribe voicemail, text back a missed caller and hand after-hours calls to an AI receptionist, all writing into the same inbound queue.
Trigger to logged
What happens to a 9pm enquiry from the moment it arrives.
- 1
Trigger: a form at 9pm
The website form posts to your instance's inbound endpoint. There is no business-hours condition on receiving; the endpoint answers whenever the visitor submits.
- 2
The record is written immediately
Contact created or matched on email, lead logged on the inbound channel with its source and its arrival time.
- 3
Spam is throttled
Repeated submissions from one source are throttled, which matters most overnight when a bot has hours and nobody is watching.
- 4
A task is queued for the morning
task_create with an owner and a due time. Cadence sends wait for your business-hours window, so the first reply goes out at a sensible hour.
- 5
The human sees it first thing
The inbound queue, sorted by arrival. The overnight leads are the top of the list rather than buried in a shared mailbox.
- 6
What gets logged
The lead, the source, the timestamp and every touch after it. Enough to answer whether after-hours enquiries convert differently from daytime ones.
What gets configured
What you set for each object in your SalesCrew instance.
| Object | What you set |
|---|---|
| Inbound webhook | The endpoint your site form posts to |
| Calendly booking webhook | Booking events, with a reconcile job for missed deliveries |
| Spam throttle | Limits on repeat submissions from one source |
| Lead source | Recorded on every inbound lead |
| Morning task | Owner and due time for overnight leads |
| Business-hours send window | Cadence sends held to your window |
| Hosted forms | Forms served by SalesCrew at their own link |
| Missed-call text-back | The SMS a caller gets when nobody picks up |
| AI receptionist | How it answers, qualifies, books and transfers |
Where it stops and a human starts
Your phone works the night shift too. A call to your SalesCrew number outside your hours goes to voicemail with a transcript, or to the AI receptionist, and a missed caller gets a text back. Each call lands in the same inbound queue as the forms.
The reply is a human choice. Cadence sends are held inside your business-hours window on purpose, so a step whose timer expires at 2am waits rather than arriving at 2am. Deciding to answer a person at 9pm is a human choice, not a default.
What the capture does buy you is a measurable question. Once arrival times sit on the records, you can see how much of your enquiry volume genuinely lands outside office hours before spending money on covering it.
Questions
- What happens to a phone call at night?
- It still becomes a record. Your SalesCrew number follows your business hours, so an after-hours call goes to the AI receptionist or to voicemail with a transcript. A caller who hangs up gets a text back, and the call sits in the inbound queue for the morning.
- When does an overnight lead hear back?
- When your window opens. Cadence email is held to your business-hours window by design, and a person can reply sooner whenever they choose. With missed-call text-back on, a caller who hangs up gets a text from your number automatically.
- How do I know if after-hours volume is worth staffing?
- Let the timestamps accumulate for a month and count. It is a cheap experiment and it beats deciding from the last memorable Saturday.