Real Estate

Lead Capture

Capture portal and website leads into CRM with instant agent assignment and auto-response.

Automation overview

What this automation does

This automation starts when portal webhook or website property inquiry form. It hubspot create crm contact and whatsapp agent auto-response, then google Task for 1-hour call SLA; missed SLA escalates broker Slack.

Trigger

Portal webhook or website property inquiry form

Main actions

HubSpot create CRM contact → WhatsApp agent auto-response

Final outcome

Google Task for 1-hour call SLA; missed SLA escalates broker Slack

Execution time

30–90 seconds

Apps used

4 integrations

AI-powered

Difficulty

Beginner

Workflow diagram

End-to-end scenario flow

Read-only visualization of how data moves from trigger to final result.

Trigger

Typeform

Portal or web inquiry

Step 1

HubSpot

Create CRM contact

Step 2

Agent auto-response

Result

Google Calendar

SLA task created

Step-by-step

How each step runs

1
TypeformTrigger
Portal or web inquiry
Zillow/Realtor webhook or website property inquiry form
2
HubSpot
Create CRM contact
HubSpot contact with Clearbit enrichment and territory assignment
3
WhatsApp
Agent auto-response
WhatsApp intro from assigned agent within 5 minutes
4
Google Calendar
SLA task created
Google Task for 1-hour call SLA; missed SLA escalates broker Slack

Apps used

Connected applications

Typeform

Creates

HubSpot

Creates

Google Calendar

Creates

Summary

Automation summary

Trigger: Portal webhook or website property inquiry form
Inputs: Portal webhook or website property inquiry form, Business Name, Notification Email, Timezone
Outputs: Google Task for 1-hour call SLA; missed SLA escalates broker Slack, HubSpot create CRM contact, WhatsApp agent auto-response
Business goal: Automate lead capture end-to-end with accurate app routing.
Execution frequency: Real-time on event
Estimated runtime: 30–90 seconds
Error handling: Failed steps retry up to 3 times with exponential backoff; persistent failures notify your configured channel and log to the run history.
Dependencies: HubSpot, WhatsApp, Typeform

Benefits

Why use this automation?

Save ~5 hours/week

Remove repetitive steps from Lead Capture so your team focuses on high-value work.

Reduce manual work

Connected apps sync data automatically instead of copy-paste between dashboards.

Prevent human errors

Standardized logic runs the same way every time, with retries on failure.

Faster response times

Events trigger immediate actions instead of waiting for someone to check a queue.

Requirements

What you need to get started

Required apps

HubSpot
WhatsApp
Typeform

Required accounts

Active HubSpot workspace with API access
Active WhatsApp workspace with API access
Active Typeform workspace with API access
Shata Automation workspace (free tier supported)

Required API keys

OAuth tokens for each connected integration

Permissions

Read access on trigger sources (forms, sheets, webhooks, or CRM objects)
Write access on destination apps (email, chat, CRM, or storage)

Estimated setup time

10 min including app authorization and test run
Difficulty: Beginner

Optional apps

Clearbit (optional)
Twilio (optional)
Slack (optional)
Google Calendar (optional)

Automation runtime

Activate this template

PreviewSome steps run in preview until their integrations go live.

Connect required apps via OAuth or API keys. Credentials are encrypted server-side. Dev test runs mock external actions when connections are missing.

Draft

Activation readiness

Est. setup time: ~10 min

Required connections

typeform(required)
Previewtypeform: workflow actions run in preview
⚠ Missing
HubSpot(required)
PreviewHubSpot: workflow actions run in preview
⚠ Missing
WhatsApp (Twilio)(required)
PreviewWhatsApp (Twilio): workflow actions run in preview
⚠ Missing

• Missing connection: typeform
• Missing connection: HubSpot
• Missing connection: WhatsApp (Twilio)

Manage all connections →View all installations →

Workflow summary

Trigger: Portal webhook or website property inquiry form
Steps: 4 nodes
Required apps: 3
Optional apps: 1

Trigger

Webhook trigger

Activate this workflow to provision the trigger endpoint.

Run history

No runs yet. Install the template and run a test, or activate to receive webhook/schedule runs.

FreeBeginnerPreview10 min setup★3.84.2k installs · 190 reviews

Customize for My Business

Analytics

Template performance

16.1k

Views

4.2k

Installs

447

Favorites

3.8

Avg rating

25.9%

Conversion

10 min

Setup time

95%

Success rate

Trending score

Most used integrations

TypeformHubSpotWhatsApp

Zillow/Realtor.com webhook or website form submit creates HubSpot contact, enriches Clearbit if business email, assigns agent round-robin by zip code from Sheets territory map, sends lead WhatsApp intro from agent template within 5 min, creates Google Task call within 1 hour SLA, and Slack alert if SLA missed.

Some steps run in preview until their integrations go live.

Required apps

TypeformPreviewHubSpotPreviewWhatsAppPreview

Optional apps

Google CalendarTest-only

All integrations

TypeformHubSpotWhatsAppGoogle Calendar

Workflow preview

How Lead Capture runs

Trigger

Map zip territories

→

Process

Rule engine

→

Action

typeform

→

Notify

Alert & log

TypeformHubspotWhatsappGoogle Calendar

Setup steps

Get started in 5 steps

1
Connect lead sources
Zillow/Realtor webhooks, website form, HubSpot, Clearbit, Twilio, Google Tasks, Slack.
2
Map zip territories
Agent assignment by listing zip or buyer search zip.
3
Configure auto-response
WhatsApp and email intro with agent photo and calendar link.
4
Track SLA
1-hour first contact task; missed SLA escalates broker Slack.
5
Test portal lead
Simulate webhook; verify assignment and auto-response timing.

Variables

Configurable settings

Variable	Type	Default	Required
Business Name	text	Your Business	Yes
Notification Email	email	—	Yes
Timezone	select	—	Yes

FAQ

Frequently asked questions

Duplicate portal leads?

HubSpot upsert by email; new inquiry updates timeline not duplicate.

Renter leads?

Lead type field routes to leasing agent pool.

After-hours?

Auto-response 24/7; SLA task due next business morning if overnight.

Team lead claim?

Optional manual claim in Slack overrides round-robin.

Reviews

4.7

★4.7

190 total reviews

Marcus Chen

Sales Manager · HubSpot Partner

★★★★★Verified install

5/17/2026

After two weeks live, Lead Capture has become core to our daily ops. Verified install — runs without babysitting.

+ AI quality exceeded expectations · Saved our team 10+ hours weekly

Emily Davis

Customer Success · SupportPro

★★★★

4/30/2026

Lead Capture replaced a manual process that took 2 hours daily. ROI was clear within the first month.

+ Support team helped customize quickly · Setup was straightforward

Omar Khalil

E-commerce Manager · Noon Seller

★★★★★Verified install

4/13/2026

We deployed this across three locations and saw immediate time savings. The Lead Capture workflow handles edge cases we didn't expect it to.

+ Scales well as we grow · Integrations worked on first try

Documentation

Template documentation

Overview

Requirements

Active typeform account with API access
Active hubspot account with API access
Active whatsapp account with API access
No AI provider required
Shata Automation workspace (free tier supported)

Supported apps

typeformPreviewhubspotPreviewwhatsappPreviewgoogle calendarTest-only

Triggers

Portal webhook or website property inquiry form

Actions

Map zip territories
Configure auto-response
Track SLA
Test portal lead

Examples

Quick start

Activate Lead Capture with default variables and run a sandbox test.

Scenario: New user installs template and validates output in under 15 minutes.

Production rollout

Connect live apps, map business rules, enable monitoring alerts.

Scenario: Team deploys to workspace after QA sign-off on test runs.

Troubleshooting

Workflow fails on first run: Verify OAuth scopes for all required integrations and re-authorize if expired.
Variables not applying: Check required fields in the Configure Variables step; empty required values block activation.
Notifications not received: Confirm notification email and Slack channel IDs match your workspace settings.

Release notes

Version 1.2.0 — Improved reliability and Slack notifications for Lead Capture.

Versioning

Version history

Current version: 1.2.0

v1.2.0Current

7/27/2025

improvementImproved error handling and retry logic for failed runs.
featureAdded optional Slack notification on workflow completion.

v1.1.0

5/28/2025

featureNew variable: brand voice selector for AI-powered steps.
fixFixed timezone handling for scheduled triggers.

v1.0.0

3/29/2025

featureInitial marketplace release.

Recommendations

Free

Listing Inquiry Auto Match

Listing Inquiry Auto Match — orchestrates HubSpot, Google Calendar, Gmail to automate this workflow with field mapping, notifications, and audit logging.

BeginnerPartial45 min

★3.81.9k installs

Premium

CRM

Keep real estate CRM contacts, deals, and activities synced across HubSpot and MLS interactions.

BeginnerPartial5 min

★4.45.3k installs

Free

Contract Generation

Generate purchase offer and agency agreement PDFs from deal terms with DocuSign send.

AdvancedPartial30 min

★4.62.1k installs

Free

Open House Follow Up

Open House Follow Up — orchestrates HubSpot, Google Calendar, Gmail to automate this workflow with field mapping, notifications, and audit logging.

AdvancedPartial15 min

★4.63.0k installs

Recommendations

Customize Lead Capture for your business

Our team can adapt this template to your exact workflow, apps, and brand requirements.

Request custom automation →Talk to an expert

Lead Capture

What this automation does

End-to-end scenario flow

How each step runs

Connected applications

Automation summary

Why use this automation?

What you need to get started

Required apps

Required accounts

Required API keys

Permissions

Estimated setup time

Optional apps

Activate this template

Required connections

Workflow summary

Trigger

Run history

Template performance

How Lead Capture runs

Get started in 5 steps

Configurable settings

Frequently asked questions

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Listing Inquiry Auto Match

CRM

Contract Generation

Open House Follow Up

Customers also installed

Viewing Scheduler

Property Recommendation

Price Alerts

CRM

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing

Customize Lead Capture for your business

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Listing Inquiry Auto Match

CRM

Contract Generation

Open House Follow Up

Customers also installed

Viewing Scheduler

Property Recommendation

Price Alerts

CRM

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing