Setting Up AI Data Agent

Last updated: August 19, 2025

Overview

Welcome to your guide for setting up Warmly's AI Data Agent — a powerful tool that turns your website into an intelligent, always-on sales assistant. With this setup, you'll be able to:

  • Identify anonymous visitors and match them to real CRM contacts

  • Trigger real-time Slack alerts when high-intent prospects visit

  • Automatically engage visitors via AI-powered chat

  • Route leads to the right rep instantly

  • Track outreach success with detailed attribution

This article is built for customers who want to complete their Warmly implementation independently using self-serve tools and best practices. Each section walks you through the essential steps with clear instructions, so you can go live quickly and confidently.

Step 1: Add the Warmly Snippet to Your Website

To begin tracking and identifying website visitors, Warmly must be installed on your site using a snippet.

What It Does

  • Enables visitor tracking and attribution

  • Powers all downstream features like AI chat, lead routing, and Slack alerts

How to Install

  1. In your Warmly dashboard, go to General Settings.

  2. Copy the unique <script id="warmly-script-loader" ... defer></script> tag.

  3. Paste it into the <head> section of every page on your website.

Recommended Setup:

  • Use Google Tag Manager to install the snippet as a Custom HTML tag, and publish it site-wide.

  • For Webflow or WordPress, paste the script in the site-wide header area or use a plugin like "Head & Footer Code."

Final Step:

  • Add any domains you want to track to Warmly’s whitelist in settings. This prevents CORS (Cross-Origin Resource Sharing) issues and ensures smooth functionality.

Step 2: Configure the Blocklist

The blocklist helps you remove noise from your analytics and alerts.

What It Does

  • Filters out your internal employees, competitors, and irrelevant visits (e.g., personal email traffic).

  • Prevents unnecessary Slack alerts or AI chat triggers.

How to Set It Up

  1. Go to Settings > Blocklist.

  2. Add:

    • Your company domain(s), e.g., @yourcompany.com

    • Known competitor domains

    • Partners or agencies you don’t wish to track

    • Top-level domains like .edu, .gov if not part of your ICP

  3. Toggle on personal email filtering to exclude Gmail, Yahoo, etc.

Blocked visits will still be recorded for reference but will not appear in reporting, Slack, chat playbooks, or automations.

Step 3: Connect Your CRM

CRM integration allows Warmly to enrich visitor data and match site activity with contact records in your database.

What It Enables

  • Matching anonymous visits to real leads/accounts

  • Segmenting by CRM attributes

  • Writing visitor data back to your CRM

Setup Instructions

  1. Go to Integrations > CRM.

  2. Select HubSpot or Salesforce.

  3. Sign in using an admin account.

  4. Map Warmly data (persona, engagement score, last seen, etc.) to your CRM custom fields.

Supported Objects:

  • Salesforce: Account, Contact, Lead, Opportunity

  • HubSpot: Company, Contact, Deal

Tip: Start with read-only sync to validate data accuracy, then optionally enable write-back.

Step 4: Integrate Slack for Real-Time Alerts

Warmly pushes notifications to Slack in real time when high-value visitors engage with your site.

Why This Matters

  • Reps are notified the moment a top prospect is active

  • Enables instant outreach while intent is highest

How to Set It Up

  1. Create a dedicated Slack channel (e.g., #warmly-high-intent).

  2. In Warmly, go to Integrations > Slack and authenticate your workspace.

  3. Set up notifications for:

    • Page visits

    • Chat interactions

    • Form starts or completions

  4. Use segments (covered below) to define which visits should trigger alerts.

  5. Choose who to @mention in each alert — rep, manager, or team.

Step 5: Create Segments

Segments let you filter and group website visitors based on characteristics and behavior.

What Segments Power:

  • AI chat targeting

  • Slack alerts

  • Lead routing

  • CRM analysis

How to Create Segments

  1. Go to Segments > Create New Segment.

  2. Apply filters such as:

    • Firmographics: industry, company size, location

    • CRM Fields: stage, owner, status

    • 1st-Party Activity: page views, session duration, form fills

    • 3rd-Party Signals: Bombora intent, Clearbit industry

    • Personas: seniority, job title, department

Start Broad: Create 3–4 core segments for ICP and high-intent traffic. You can always narrow them later.

Step 6: Add UTM Tags for Email Attribution

UTM parameters help Warmly match site visits to outbound email clicks.

Why This Is Important

  • De-anonymizes visits from cold outreach

  • Connects email engagement to pipeline movement

How to Set It Up

  • Append the following UTM tokens to your email links:

    • If no other UTMs exist: ?w_email={{email}}

    • If other UTMs are present: &w_email={{email}}

  • For HubSpot, use {{contact.email}} instead.

  • Use these UTM tokens in:

    • Sequences in Outreach, Salesloft, Apollo

    • CRM email fields for better attribution

This setup enables 100% accurate matching between email clicks and website visits.

Step 7: Set Up AI Chat

Warmly’s AI Chat lets you engage visitors live — even if no one from your team is online.

What It Does

  • Greets high-intent visitors in real time

  • Gathers lead info through dynamic conversations

  • Books meetings or hands off to reps

Setup Steps

  1. Go to Settings > Chat and enable AI Chat.

  2. Choose the rep the AI will speak on behalf of.

  3. Customize:

    • Welcome message (under 15 words, casual tone)

    • Fallback response if the visitor is unqualified or no rep is online

  4. Set trigger conditions:

    • Visitor enters a segment

    • Specific pages visited (e.g., pricing or demo pages)

  5. Use the Prompt Playground to test tone, voice, and logic.

Step 8: Configure Lead Routing

This ensures the right rep is notified and follows up instantly when their prospect visits.

How It Works

  • Matches a visitor to a segment

  • Alerts a specific rep or team in Slack

  • Applies rules to avoid noise

How to Set It Up

  1. Go to your Slack Integration settings.

  2. Build routing rules:

    • Based on segment membership (e.g., EMEA SMB)

    • Exclude blocked users or accounts

  3. Define who gets @mentioned per rule.

  4. Add advanced filters:

    • Exclude existing customers, deals in progress, or competitors

    • Apply revenue, region, or domain-level rules

Reps get notified when visitors in their territory or account list are live — helping reduce lag time.

Final Outcome: Your AI Data Agent is Live

With all steps completed, your Warmly AI Data Agent will:

  • Track and enrich every website visit

  • Attribute traffic to email sequences

  • Alert your team when buyers are active

  • Engage visitors automatically through AI Chat

  • Route leads instantly to the right person

This creates a powerful, real-time, and intelligent GTM motion — all without needing to manually monitor your site.

Need Help?

If you get stuck or want a quick check-in, we’re here to help:

  • Chat with CSM

  • Connect via your assigned Slack channel

  • Or email us anytime at [email protected]

Watch the video below for a complete walkthrough of the AI Data Agent setup and capabilities.