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OttBot Data

The central CRM control layer

The simple CRM behind the OttBot ecosystem. Keep every lead, customer, deal, list, form and email template on one clean record — imported from the spreadsheets you already have, and shared with every OttBot app.

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The problem

Every channel keeps its own version of the customer. None of them agree.

An Instagram DM lands in one inbox. A website enquiry goes to another. The quote follow-up sits in someone's personal email, and the spreadsheet is already out of date. So the lead goes cold — not because no one cared, but because no one could see the whole picture. This is not a staffing problem. It is a data problem. OttBot Data gives your business one shared customer record, so nothing gets lost between tools.

Scattered channel messages — an Instagram DM, website form, WhatsApp, email reply and a lost video view — flowing along connector lines into one clean contact record for Sarah Chen.

Before and after

From scattered spreadsheets to one living customer record.

OttBot Data turns duplicated lists, lost history and out-of-date contacts into one shared record every app and teammate can trust.

Before Scattered data

Manual Customer Data

Every tool keeps its own version of the customer. Spreadsheets drift out of date, history hides in personal inboxes, and nobody is sure which list is right.

5 copies of each contact30% records out of date0 shared view

"Which spreadsheet is the latest?"Sales and support see different records
"Who spoke to this customer last?"History buried in personal inboxes
"Half these emails bounced."Lists age the moment they are exported
"I updated it in my copy."Changes never reach the rest of the team

Duplicate records, missed follow-ups and awkward conversations all grow from the same scattered data.

After OttBot Data live

Powered by OttBot Data

One clean record per customer — updated automatically by every conversation, form and workflow, and shared with every OttBot app and teammate.

One record per customerLive updates from every appShared across the whole team

One record per customerEvery detail, deal and conversation in one place
Updates itselfChats, forms and workflows write back automatically
Lists stay currentDynamic segments update as customers change
Ready for every appConnect, Build and Vision read the same record

Follow-ups land with the right people, and every conversation starts with the full picture.

What OttBot Data does

One customer record. Deals, lists, forms and follow-up that stay connected.

Everything a small team needs to run its customers in one place — and a foundation an agency can set up the same way for every client.

Contacts & companies. Organised records with tags, notes, source channels and custom fields that match how your business actually works.
Deals & opportunities. Track enquiries, quotes and opportunities against the contact record, so the next action is never guesswork.
Static & dynamic lists. Hand-curated lists plus rule-based segments that recalculate live as records change — campaign audiences without spreadsheet exports.
AI-assisted email & forms. Describe the email or form you need and the built-in assistant drafts it; refine it together and reuse it everywhere.
Lead capture anywhere. Embed forms on any site, including via the OttBot WordPress plugin. Every submission becomes a CRM record, not an email in an inbox.
Import, export & bulk edit. Guided CSV import with field mapping, export any time, bulk updates across filtered records. Start from the spreadsheets you already have.

Who it's for

Built for your business. Ready for your clients. Easy to recommend.

Stop losing leads between inboxes and spreadsheets. Import what you already have, capture what comes next, and follow up from one clean record — no IT team required. See pricing →

Running campaigns for other businesses? Give every client the same clean CRM foundation: Connect captures the leads, Data organises them, Build automates the follow-up — a delivery model you can repeat, audit and price. Agency programme →

And if you'd simply point people towards it, the pitch writes itself: one customer record behind every app. Affiliate programme →

Customer records

Know who someone is before the next conversation starts.

A returning prospect should not feel like a stranger just because they came back through a different channel. OttBot Data holds the context that makes the next reply relevant.

Contact profile. Name, email, phone, source, company, notes and preferences.
Custom fields. Track the details your business actually uses, from service interest to renewal date.
Consent status. Opt-out, unsubscribe and bounce status live on the record, so follow-up stays GDPR-conscious.
Deals & activity. See open deals, captured forms, list membership and workflow activity in one place.

Lists and segmentation

Follow up with the right people, not the whole database.

OttBot Data supports both list types a CRM needs: static lists you control by hand, and dynamic lists — rule-based audiences that update themselves as records change. For agencies, that means campaign audiences that maintain themselves, with no rebuilding client segments from exported spreadsheets.

Side-by-side comparison: a static VIP clients list you add people to by hand, versus a dynamic New Instagram leads list whose members and live count recalculate from filter rules.

Design tools

Describe what you need. Get a branded form or email you can reuse.

The built-in AI assistant helps you draft forms and email templates conversationally — you refine them together and keep them on brand.

Forms designer

Build lead-capture and customer-information forms, with the assistant or by hand, then embed them on any website — including WordPress, via the OttBot plugin. Every answer becomes structured CRM data, not another message waiting to be copied somewhere.

Email designer

Draft reusable branded templates conversationally, personalise them from the customer record, and let Build-designed workflows send them at the right moment. Data stores the template and the consent status; the sending itself is designed in OttBot Build.

Workflow execution

Give every automated step the data it depends on.

When OttBot Build runs a follow-up journey, Data supplies the customer context — and keeps a record of what was sent, skipped or changed, tied to the contact. Your automation stays auditable, for your team or your client.

A follow-up journey recorded against Sarah Chen's record: contact created, welcome email sent and a field updated, then a follow-up skipped because she opted out, leaving a needs-attention flag — designed in OttBot Build, recorded in OttBot Data.

OttBot Ecosystem

One shared record behind every OttBot app.

Data is the customer memory behind OttBot: Connect captures conversations, Vision understands engagement, Build designs the follow-up — and all of them read and write the same record.

OttBot Data at the centre as one shared customer record, with OttBot Connect, Build and Vision around it each reading from and writing to it, and OttBot Voice and Insights shown as coming soon.

BUOttBot Build

Designs the workflow logic; Data supplies the customer attributes and stores the outcome.

COOttBot Connect

Captures conversations and writes lead details back to the shared CRM record.

VIOttBot Vision

Connects media and video engagement to customer context when the person or organisation is known.

Use cases

A cleaner customer base for marketing, sales, service — and agencies.

Wherever the follow-up matters, it starts with a record you can trust.

Explore marketing & sales →

Marketing. Build better audiences for campaigns, nurture journeys and re-engagement, straight from live segments.
Sales. A WhatsApp enquiry becomes a contact with source, interest and consent attached — ready for the next action.
Service. Give teams the context before a handoff: preferences, notes, source and previous activity.
Agencies. Run every client on the same clean foundation — captured leads, trusted lists, auditable follow-up, repeatable across accounts.

Answers

OttBot Data — Your Questions Answered

Is OttBot Data available now?

Yes. OttBot Data is available today as the CRM and customer data layer for the OttBot ecosystem.

Can OttBot Data be used on its own?

Yes. For many small teams it works as the day-to-day CRM — contacts, companies, deals, lists, forms, imports and exports. It becomes more powerful paired with OttBot Connect for lead capture and OttBot Build for automated follow-up.

What are static and dynamic lists?

Static lists are groups you manage by hand. Dynamic lists are rule-based segments that update automatically when customer records match the conditions you set.

Does OttBot Data include email and forms designers?

Yes. It includes a forms designer for structured lead capture and an email designer for reusable branded templates — both with a built-in AI assistant to help you draft and refine them.

Can I import my existing contacts from a spreadsheet?

Yes — guided CSV import with field mapping and validation, so your columns land in the right fields. You can export back to CSV whenever you need to.

Is OttBot Data a full replacement for my existing CRM?

For many small teams, yes — as the day-to-day CRM. Larger businesses can run it alongside an existing CRM; Data can sync with tools like HubSpot or Salesforce (manual-trigger today).

Can agencies use OttBot Data for multiple clients?

Yes — each client gets their own clean OttBot CRM foundation, set up the same repeatable way: Connect captures, Data organises, Build automates. See the agency programme.

How does OttBot Data work with OttBot Build?

Build designs the workflow logic. Data supplies the customer fields, tags, list membership, consent status and previous activity that workflows depend on, then keeps execution activity tied to the customer record.

How does OttBot Data work with OttBot Connect and Vision?

Connect captures live conversation details and writes them into Data. Vision can connect media and video engagement back to the same CRM record when the viewer or organisation is known.

Does OttBot Data send marketing emails by itself?

Data stores the templates, contacts and consent status; automated, tracked sending is designed in OttBot Build. Together they send the right message at the right time — and respect opt-outs automatically.

Ready To Give Every OttBot App The Same Customer Record?

Start with OttBot Data when your leads, forms, lists and follow-up need one cleaner CRM layer — for your business, or for every client you manage.

Get Started →