Instagram CRM: track DM leads from first message to booked call
An Instagram CRM keeps one record per DM lead. Here’s what to track, where each field lives and how to connect a CRM.
ManySetter teamUpdated 6 min read
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Chapter 01Start here
What an Instagram CRM must track
List what your team reads before the next message. For a DM seller, six fields decide the next move.
Six fields, and where each one lives
| Field | Instagram inbox | Manychat contact | CRM via Manychat | AI setter record |
|---|---|---|---|---|
| SourceInstagram inbox: —Manychat contact: A tag or field the flow setsCRM via Manychat: A property you mapAI setter record: The automation they came from, if known | — | A tag or field the flow sets | A property you map | The automation they came from, if known |
| StageInstagram inbox: —Manychat contact: One tag per stageCRM via Manychat: A property you mapAI setter record: Discovery, Qualified, Not a fit, Booked | — | One tag per stage | A property you map | Discovery, Qualified, Not a fit, Booked |
| FitInstagram inbox: —Manychat contact: Answers saved to custom fieldsCRM via Manychat: A property you mapAI setter record: Your criteria, met or not | — | Answers saved to custom fields | A property you map | Your criteria, met or not |
| OwnerInstagram inbox: —Manychat contact: Chat assigned in the InboxCRM via Manychat: —AI setter record: The setter, or who it hands off to | — | Chat assigned in the Inbox | — | The setter, or who it hands off to |
| Booked callInstagram inbox: —Manychat contact: A tag, if a flow sets itCRM via Manychat: A property you mapAI setter record: Booked by your setter or your link | — | A tag, if a flow sets it | A property you map | Booked by your setter or your link |
| Follow-upInstagram inbox: Flag or mark as unreadManychat contact: A segment of tagged contactsCRM via Manychat: —AI setter record: Next step, then follow-ups | Flag or mark as unread | A segment of tagged contacts | — | Next step, then follow-ups |
The CRM only knows what you map
Each CRM cell starts as a Manychat tag or field. HubSpot’s action sends fields, so keep stage and source in a field too.
Chapter 02Manychat
Use Manychat as your contact layer
In Manychat, each lead is a contact. Its profile shows status, timezone, tags, and system and custom fields.
Create one tag per stage
Where to click: SettingsTags
Add one from a contact’s profile or with an Add Tag action. Manage the list in Settings.
Save answers to custom fields
Where to click: SettingsFieldsUser Fields
Create a user field, then save replies to it from a Data Collection block.
Tag the source in each flow
Start each keyword, comment or Story flow with an Add Tag or Set User Field action.
Assign the conversation
The Assign conversation action routes a chat to a team member or a group.
Save segments to follow up
Filter contacts, by tag for instance, and save the filter as a segment. New matches join it.
Tags describe a contact
They group and route leads. Need deal value, forecasts or reports across tools? That’s the job of a CRM.
ManySetter
Every DM lead, qualified and on record.
An AI setter on your Manychat account. It answers from your offer and keeps a record of every lead.
- Reads your Manychat tags and fields
- Records each lead’s stage
- Books the call when it fits
Build and test free · Works with your Manychat account
Chapter 03Integrations
Send DM leads to a CRM
Manychat’s and Make’s docs describe these paths to a CRM. Pick by the CRM you use and who will maintain the link.
- 01DMComment, keyword or Story
- 02Manychat contactTags and custom fields
- 03ConnectorNative, Zapier, Make or a request
- 04CRMContact properties
HubSpot integration
- Best for
- Teams on HubSpot: a HubSpot action in a flow creates or updates the contact.
- Limits
- Contacts match by email, so collect it first.
- Choose it when
- Your CRM is HubSpot. The app is in HubSpot’s marketplace too.
Zapier
- Best for
- Other CRMs on Zapier: start a Zap on New Tagged User or a custom field.
- Limits
- Depends on your Manychat plan. One more app to monitor.
- Choose it when
- You want no code and your CRM is on Zapier.
Make
- Best for
- Multi-step syncs: a Trigger Make action in a flow starts the scenario.
- Limits
- Depends on your Manychat plan. Connects with an API token from Settings › API.
- Choose it when
- Your team already builds in Make.
External Request
- Best for
- Your own endpoint: send contact data and custom fields as JSON over HTTPS.
- Limits
- Depends on your Manychat plan. Needs a server and someone to maintain it.
- Choose it when
- No connector fits. Start with our Manychat API guide.
On ActiveCampaign, which includes a CRM? Manychat’s native integration (opens in a new tab) has an Add Contact action that saves the lead to one of your lists.
Starting small? Download a Data Collection block’s responses as a CSV and import them into your CRM.
No email, no match
Per Manychat’s HubSpot article (opens in a new tab), contacts are matched by email, and the ActiveCampaign action needs one too. Ask for it in the flow, before the action.
Sending your own request? Include the Inbox chat URL, so your team can open the Manychat chat from the CRM record.
Chapter 04AI setter
The record an AI setter keeps
An AI setter needs its own record of each lead to write the next reply. ManySetter’s lead record shows:
Stage
Discovery, Qualified, Not a fit or Booked, updated after each exchange.
Summary
Who the lead is, what they want and the next step.
Notes
What your team wants the setter to know. It reads them before every reply.
Booked call
Booked by your setter or from your link. Follow-ups stop.
Plus each criterion, met or not, and the lead’s Manychat tags and custom fields, read on each new message. How stages and criteria work: AI lead qualification.
Calls land in your Cal.com, Calendly or iClosed calendar: see the Manychat booking integrations. Nothing is sent to a CRM: keep your Manychat integration for that.
Talking to someone before they DM? Add them by Instagram username, with a note. Up to 200 can wait for a first message per workspace.
Chapter 05Checklist
Check this before you buy a CRM
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Need more leads to track first? Read how to get leads from Instagram content.
Chapter 06Sources