A Notion lead capture chatbot that adds rows to your database

Plenty of small teams run their pipeline from a Notion database: a table of enquiries with a status column, an owner and a few notes. A Notion lead capture chatbot fills that table for you. When Klugon's assistant saves someone's details on your website chat, WhatsApp, Instagram or Messenger, a new row appears in your database with their name, contact details and what they asked about.

This is a direct connection between Klugon and Notion. It doesn't go through Zapier and doesn't need a Zapier account. This page explains exactly what gets written, how to set it up with a Notion internal connection, the two logging modes, the plan you need and the things the connection leaves alone.

What the Notion connection does

Klugon is an AI receptionist for small businesses. It answers customers on chat and messaging channels and, on the voice plans, on the phone. When a customer shares contact details, the assistant saves them as a lead in Klugon. The Notion connection then writes that lead into one Notion database you choose.

There are two ways rows get added:

• Every new lead. Each lead saved in Klugon becomes a row. This is the default.
• Assistant notes. During a chat, the assistant can save a note to Notion when something is worth your team seeing, such as a catering enquiry or a special request.

You choose between "Add a row for every new lead" and "Only when the assistant saves a note" with the Log new leads setting on the Notion card. Assistant notes work in both modes; the setting only decides whether every lead is logged automatically as well.

The connection writes to Notion and never reads from it. Klugon doesn't look up rows, doesn't update them when a lead changes and doesn't learn from what's in your workspace.

How the Notion lead capture chatbot fills each row

When you connect a database, Klugon looks at its columns and remembers three of them. That decides how each row is filled.

The title column

Every Notion database has exactly one title column, usually called Name. Klugon finds it automatically, whatever it's called, and puts the lead's name there. For assistant notes, the title is a short heading the assistant writes, such as the customer's name or "Catering enquiry".

Email and phone columns

If your database has a column of the Email type, Klugon fills the first one it finds with the lead's email address. If it has a column of the Phone type, the first one is filled with the phone number. If there's no such column, that detail still appears in the page body, described below.

Klugon only fills columns of those exact types. A text column named Email won't be filled, so change its type to Email in Notion if you want the address in a column you can sort by.

The page body

Everything else goes into the body of the row's page, as plain lines of text. For a new lead that is:

• Email
• Phone
• Interested in
• Source (the channel the lead came from, or "manual" for leads you added)
• Notes
• A final line: "New lead captured by Klugon."

For an assistant note, the body holds the note itself in plain sentences, followed by a line saying which channel the conversation was on.

Columns Klugon leaves alone

Klugon doesn't set any other columns. Status, owner, tags, dates and select fields are left empty for your team to fill, which keeps the connection from clashing with how you run the board. Notion's intro to databases is a good refresher if you want to add views or default values to those columns yourself.

A sample row, written out

The following is a made-up example for a fictional catering company, Fig and Thyme Kitchen.

Setting up the connection

You need to be a Notion workspace owner to create the connection, and a database to send leads to.

Step 1: create an internal connection in Notion

Notion calls these internal connections in its developer documentation (older screens say integrations). Notion's authorization guide explains that a workspace owner creates them and finds the secret on the connection's configuration page.

1. Open Notion's integrations page at notion.so/profile/integrations and create a new internal connection for your workspace. Name it something your team will recognise, such as "Klugon".
2. Make sure it has the Insert content capability. Klugon needs this to add rows.
3. Copy the secret. In recent workspaces it begins with ntn_.

Step 2: share the database with the connection

A connection can only see pages that have been shared with it. Open the database you want to use as a full page, click the ••• menu at the top right, open Connections and add your new connection. Notion's help page on adding and managing connections shows the same steps with pictures.

Step 3: paste the secret and database link into Klugon

1. In the Klugon dashboard, open Integrations and find the Notion card.
2. Paste the secret into the Integration secret field.
3. Copy the database's link from Notion (the copy link option in the ••• menu, or the browser's address bar) and paste it into the Database field. Klugon reads the ID from the link, so you don't need to find it yourself.
4. Choose a Log new leads option.
5. Click Connect.

Klugon checks the details with Notion straight away. If something is wrong, you'll see a plain explanation. The common ones are a mistyped secret, a database that hasn't been shared with the connection, a link to a normal page rather than a database, and a connection that is missing the Insert content capability.

Step 4: send a test row

Once connected, click Send test on the Notion card. Klugon adds a row titled "Test row from Klugon" to your database. If it appears, everything is working and you can delete it.

Step 5: let the assistant add notes

Assistant notes use a tool that sits in the assistant's lead-capture set. In your assistant's settings, keep lead capture switched on and leave the Customers tool group enabled. The Notion setup steps in the dashboard refer to this as "CRM MCP". If the tool group is off, Klugon can still log every new lead, but the assistant won't add notes of its own.

Which plan includes Notion

Notion is one of the team and CRM connections that come with the Business and Scale tiers of the AI voice agent and the AI social agent:

• AI voice agent Business or Scale: included.
• AI social agent Business or Scale: included.
• AI chatbot on its own, at any tier: not included.
• Starter tiers: not included.

A free trial on a qualifying plan counts. See the pricing page for current prices.

On the Notion side, creating the connection needs a workspace owner. Check Notion's own plan details if you're unsure what your workspace allows.

Where leads come from

The connection logs leads from every source that creates them in Klugon.

Chat and messaging channels

Leads saved by the assistant on your website chat, WhatsApp, Instagram and Messenger are logged, and the source field shows the channel. The AI chatbot for websites page covers how the assistant decides to ask for contact details, and the Instagram and Messenger automation page covers social messages.

Phone calls

On the voice plans, leads taken by the AI phone receptionist are logged as rows too, with the details the caller gave. Assistant notes don't work on calls, though. The phone assistant has a fixed set of tools that doesn't include the Notion note tool, so anything extra a caller says goes into the lead's notes rather than a separate row.

Leads you add yourself

If you add a lead by hand on the Leads page, it is logged in Notion as well, with the source shown as "manual". This keeps the database complete if you also take enquiries in person.

Running a pipeline in Notion

The connection only adds rows, so the pipeline itself is yours to design. A few habits keep it useful.

Give new rows a default status

Add a Status column with options such as New, Contacted, Quoted and Won. Set a default in Notion so every row Klugon adds starts as New. Your team moves rows along by hand.

Use a board view

A board grouped by Status gives you a simple sales pipeline. Rows from Klugon appear in the first column, and nobody has to remember to copy anything across from the chat.

Add an owner column

A Person column lets you assign each new lead to someone. Klugon leaves it empty, so the first job each morning is to give every new row an owner. Filter a view to rows with no owner and you have a simple to-do list.

Review new rows daily

Rows arrive whenever customers get in touch, including evenings and weekends. A short daily look at the New column, alongside the Leads page in Klugon, catches anything that needs a quick reply. Because a failed row isn't retried, the Leads page is the place to check if a lead you expected is missing.

Keep Klugon as the record of the conversation

The Notion row holds the key facts, not the transcript. When someone needs the full context, they can find the conversation in Klugon's Conversations page. The lead's source tells them which channel to look in.

Privacy and who can see the rows

Once a lead is in Notion, it lives in two places: Klugon and your workspace. That has a few practical consequences.

Notion's sharing rules apply

Anyone who can open the database in Notion can read the rows, including contact details. Put the database somewhere only the people who handle enquiries can see, rather than in a page shared with the whole company or with guests.

Deleting a lead doesn't delete the row

Because the connection only adds rows, deleting a lead in Klugon leaves its Notion row in place. If a customer asks you to erase their details, remove them from both places. The same applies the other way round: deleting a row in Notion doesn't remove the lead from Klugon.

Keep the secret private

The connection secret lets anyone who holds it add content to pages shared with that connection. Klugon masks it on the card after you save. If it leaks, create a new connection in Notion, share the database with it, paste the new secret into Klugon and delete the old connection. To cut Klugon off completely, remove the connection from the database's Connections menu or delete it in Notion.

Only what the customer said

Rows contain the details the customer gave and the assistant's short summary of what they wanted. Klugon doesn't add data from other sources. Your privacy notice should still mention that enquiries are stored in Notion, because it is another place customer data is kept.

Reliability and timing

Rows are added as soon as the lead is saved, separately from the conversation, so the customer never waits for Notion. If Notion doesn't respond within a few seconds, or rejects the request because the connection was removed, that row is not added. Klugon doesn't retry and doesn't show failed rows in the dashboard. The lead itself is always saved in Klugon, so the Leads page is the complete list.

If an assistant note can't be saved, the assistant tells the customer it couldn't save the note right now and carries on with the conversation.

What the Notion connection doesn't do

• No bookings in Notion. Bookings aren't written to the database. Use Google Calendar for the diary, or Zapier if you want bookings in Notion too.
• No conversation summaries or transcripts. Rows hold lead details and assistant notes, not whole conversations.
• No two-way sync. Changes you make in Notion don't flow back to Klugon, and changes in Klugon don't update existing rows.
• No reading from Notion. The assistant doesn't answer questions from your Notion pages. Add that information to the knowledge base instead.
• No updates or duplicate checks. A returning customer who becomes a new lead gets a new row.
• No notes from phone calls. The note tool is available on chat and messaging channels only.
• One database per business. Klugon writes to a single Notion database.

How Notion fits with Klugon's other connections

Notion keeps the list. The other connections do different jobs:

• Slack posts an alert when a lead, booking or handover happens.
• Mailchimp adds leads who agreed to marketing emails to an audience.
• Zapier passes leads, bookings and handover requests on to other apps.

They can all run at once. A common pairing is Notion for the pipeline and Slack for the alert, so the team hears about a lead and has somewhere to track it. The full list is on the integrations page.

Frequently asked questions

Does this connection use Zapier?

No. Klugon connects to Notion directly with an internal connection secret. You don't need a Zapier account.

Which Notion columns does Klugon fill?

The title column with the lead's name, the first Email-type column with their email and the first Phone-type column with their phone number. Everything else goes into the page body.

Can Klugon set a status or owner?

No. Klugon leaves all other columns empty. Set a default value in Notion if you want new rows to start with a status.

Are bookings added to Notion?

No. Only leads and assistant notes are written. Bookings stay in Klugon and your connected calendar. You can send booking events to Notion through Zapier if you need them there.

Why did Klugon say my database wasn't found?

Usually the database hasn't been shared with your connection. Open it in Notion, use the ••• menu, then Connections, and add the connection. Also check that the link points to the database itself, not a page that contains it.

Does it work with phone calls?

Leads from calls are logged as rows. The assistant can't add separate notes during a call, so extra details from callers go into the lead's notes.

What does "Only when the assistant saves a note" do?

With that option, new leads aren't logged automatically. Rows are only added when the assistant decides to save a note during a chat or message conversation.

Will the assistant add a note and a lead row for the same person?

It's told not to. When every lead is logged automatically, the assistant uses notes for extra information, such as a special request or an enquiry that isn't a lead, rather than repeating the lead.

Can I connect two databases?

No. Klugon writes to one Notion database per business. To change it, paste a new database link on the Notion card and save.

Notion makes a good home for the leads your assistant gathers, provided you keep in mind that it is a one-way list rather than a sync. Connect it on a voice or social Business plan from the pricing page, send a test row, and add a Status column before the first real lead arrives.