CAPTURE
Enquiries & Customer Management
Simple ways to capture enquiries, respond promptly and keep customer conversations organised.
Alex Murphy
- Requested service
- Kitchen extension
- Service area
- Dublin 6
- Preferred contact
- Phone callback
- Timeframe
- Exploring this year
- Appointment
- Not required yet
- Quotation
- Not prepared
Conversation summary
Would like a brighter kitchen and dining space. A project description and service area have been supplied.
Review the request and confirm what else is needed.
Select any record to explore its details.
Example channel connections require suitable accounts, configuration and permissions. This demonstration does not access a real CRM or send messages.
Customers rarely use just one way to get in touch. A website form, a social message or a phone enquiry may all lead to the same job. RAYVEN can help gather the useful information and organise supported conversations so your team can see what needs attention.
Useful information from the first enquiry
A straightforward contact form collects the basic information needed to respond and passes it to the business. A structured quotation form can go further, asking about the service required, the work involved, the location and the customer’s preferred timeframe. Supporting photographs can be included where that has been configured.
The questions should fit the business. A contractor may need a description of the existing space, while a maintenance company may need the type of problem and the service area. Collecting those details together can reduce the back-and-forth before somebody can review the request.
Prompt acknowledgements let the customer know the enquiry has been received. The wording should explain the next step accurately; an automated confirmation is not a promise that a person has already assessed the job or that a quotation is ready.
Help visitors start the right conversation
A website chatbot can answer questions using information approved by the business, collect contact details and help a visitor choose an appropriate next step. It can ask which service somebody needs or explain how to request a quotation, while leaving decisions that need judgement to the team.
This is useful when a visitor has a simple question before completing a form, or when the owner is busy with another customer. The chatbot’s knowledge, limits, handoff and usage arrangements are agreed during setup. It should not invent prices, availability or commitments.
Supported channels, one clearer picture
Facebook and Instagram business messages can become part of a more organised enquiry process where the relevant accounts, permissions and integrations support it. WhatsApp Business can also support appropriate customer conversations through a separately configured connection.
These platforms do not have identical capabilities. Account eligibility, connection requirements, messaging permissions, available features and any usage charges need to be checked for each channel. We agree which channels are included rather than promising that every message from every platform will behave in the same way.
A centralised inbox gives the team a place to review supported conversations alongside useful customer information. When a customer gets back in touch, previous information can be available so the next person has context rather than starting again.
See what needs attention next
A CRM keeps customer details and enquiry records organised. An enquiry pipeline adds a practical view of progress: new requests to review, information being gathered, enquiries ready for a quotation and quotations that have been sent.
Owners can see the requested service, conversation summary, preferred contact method and outstanding action. Appointments, quotations awaiting follow-up and enquiries requiring personal attention can be recorded as part of the agreed setup. The point is a clearer working view, rather than more software administration.
The demonstration above uses fictional records and supported-channel examples. Selecting or moving a record changes only this browser demonstration. Advanced workflows and channel connections are agreed separately; they are not automatically included in every package.
Find the right starting point.
Tell us what needs to work better. We’ll discuss a sensible scope and explain what is included.