Facebook Lead Ad Responder setup guide

What it does

Each new Facebook Lead Ads lead: a HubSpot contact, a Slack alert with its rating, and a personal reply from your Gmail, reviewed first unless you switch that off.

Starts for each new lead on your Facebook / Instagram Lead Ads instant form (checked every 5 minutes or more).
AI rates the lead hot, warm or cold by your rules and drafts a short personal email that refers to their answers and offers your next step; spam, tests and sensitive leads are flagged.
Creates or updates the contact in HubSpot as a Lead and posts the lead, its rating and contact details to your Slack sales channel.
The reply waits for your approval unless you switch review off; flagged leads always wait, with high priority.
Code checks the email address and leftover placeholders, the reply goes out from your Gmail, and a note with the rating and the email is added to the HubSpot contact.

What it needs

A paid plan (agents run live on paid plans).
An AI provider key (Settings → AI Providers).
Facebook Pages (the login that manages the Page running the ads), HubSpot, Slack and Gmail, connected in Settings → Integrations.
A Facebook Lead Ads instant form and its id.

What it doesn't do

Email only: it doesn't text or call the lead, or message them on Messenger.
Not instant: Facebook is checked every 5 minutes.
It doesn't create HubSpot deals or assign owners, and doesn't change your ads.

Availability and plans

Coming soon — waiting for Facebook Pages approval

The agent is built, but Facebook Pages is still waiting for the vendor's approval. It becomes available on its own once that app is live; until then it can't be bought or set up.

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

A paid plan: agents run live, and the Free plan only runs Dry Runs.
An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
These apps, connected in Settings → Integrations: Facebook Pages, HubSpot, Slack and Gmail.
The app it watches, connected in Settings → Integrations (the agent starts from an app event).
About 20 minutes.

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

Connect your AI provider

2. Connect Facebook Pages

Connect the Facebook login that manages your Page, with the lead permissions switched on (Settings → Integrations → Facebook Pages).

Connecting Facebook Pages (beta)

3. Connect HubSpot

Connect your HubSpot account in Settings → Integrations.

Connecting HubSpot

4. Connect Slack

Connect your Slack account in Settings → Integrations.

Connecting Slack

5. Connect Gmail

Connect your Gmail account in Settings → Integrations.

Connecting Gmail

6. Pick your lead form

Open the trigger, pick your Facebook account and paste the form id.

Setting	What to enter	In step
Facebook account (leads)	The Facebook login that manages the Page running the lead ads. Pick your connected Facebook Pages account.	“New Facebook lead”
Lead form id	Your instant form's id (Meta Business Suite → All tools → Instant Forms).	“New Facebook lead”

7. Describe your offer

Open “Qualify the lead and draft the reply” and replace the placeholder with your offer, next step and review switch.

Setting	What to enter	In step
Your offer, next step and review switch	Replace the placeholder with your business and offer, what the ad promised, your next step, who signs, what makes a lead hot and REVIEW BEFORE SENDING: yes or no. It starts as “[DESCRIBE YOUR BUSINESS AND OFFER, WHAT THE AD PROMISED, YOUR NEXT STEP (BOOKING LINK OR PHONE), WHO SIGNS THE EMAIL, WHAT MAKES A LEAD HOT, AND WHETHER REPLIES MAY GO OUT WITHOUT REVIEW. REVIEW BEFORE SENDING: yes]” until you replace it.	“Qualify the lead and draft the reply”

8. Pick your accounts

Pick HubSpot in the three HubSpot steps, Slack and the channel in “Alert the team in Slack”, and Gmail in “Send the reply”.

Setting	What to enter	In step
HubSpot account	The HubSpot portal the leads go to. Pick your connected HubSpot account.	“Add the lead to HubSpot”
Slack workspace	The Slack workspace for lead alerts. Pick your connected Slack account.	“Alert the team in Slack”
Sales channel	The channel where new leads are posted.	“Alert the team in Slack”
Gmail account	The Gmail address the replies are sent from. Pick your connected Gmail account.	“Send the reply”
HubSpot account (find, same one)	The same HubSpot portal. Pick your connected HubSpot account.	“Find the HubSpot contact”
HubSpot account (notes, same one)	The same HubSpot portal. Pick your connected HubSpot account.	“Note it in HubSpot”

9. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

Dry Run vs Run

10. Switch the trigger on

Open the trigger and click “Activate app trigger”: new leads are checked every 5 minutes.

How it works

The agent is a normal workflow with 14 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

New Facebook lead — Starts on “New lead” in Facebook Pages (an app event). Starts for each new lead submitted on your Facebook / Instagram Lead Ads instant form (checked every 5 minutes or more).
Qualify the lead and draft the reply — AI step (runs on your AI provider key). AI reads the form answers, rates the lead hot, warm or cold by your rules, splits the name, and drafts a short personal email that answers what they asked for and offers your next step.
Add the lead to HubSpot — HubSpot: Create or update a contact. Creates or updates the contact in HubSpot (by email) with the name, phone and lifecycle stage Lead.
Alert the team in Slack — Slack: Post a message. Posts the lead, its rating and why, and how to reach them to your sales channel, so someone can call hot leads at once.
Who decides? — Decision: picks the branch to follow. Flagged leads always wait for a person (high priority). With review on (the default) every reply waits; with REVIEW BEFORE SENDING: no it goes straight to the checks.
Flagged lead: approve the reply — A person approves or rejects it in Reviews (the run waits). Branch: Flagged. Flagged leads wait here with high priority: read why, edit the reply or reject and handle it yourself.
Approve the reply — A person approves or rejects it in Reviews (the run waits). Branch: Review. The reply waits in Reviews: edit, approve to send it from your Gmail, or reject.
Check before sending — Step. Branch: No review / Approved. In code: one valid email address, a subject, and a body without leftover placeholders.
Passed the checks? — Decision: picks the branch to follow. Passed: the email is sent. Otherwise nothing is sent (the team already has the Slack alert).
Held: not sent — Kept in the run history. Branch: Held. No valid email, or the reply still had a placeholder. Reach the lead by phone or reply by hand.
Send the reply — Gmail: Send an email. Branch: Send. Sends the approved reply from your Gmail to the lead.
Find the HubSpot contact — HubSpot: Find records. Looks the contact up by email (created or updated a moment ago), to attach the note.
Note it in HubSpot — HubSpot: Add a note. Adds a note to the HubSpot contact with the rating and the email that was sent.
Replied — Kept in the run history. The run history keeps the rating, the email and the HubSpot contact.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.

Sample data fields

full_name, lead_id, created_time, form_id, ad_id, answers.full_name, answers.email, answers.phone_number, answers.do_you_own_your_home?, answers.when_would_you_like_to_install?, answers.zip_code, email, phone_number, field_data (a list).

Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.

Go live

Open the trigger and click “Activate app trigger”: new leads are checked every 5 minutes.
Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

Questions

How fast is the reply?

Facebook is checked every 5 minutes. With review off, the email goes out within minutes; with review on (the default), when you approve.

Where do I find the form id?

Meta Business Suite → All tools → Instant Forms (or Ads Manager → the ad → Instant form) shows the form's id.

Does it text the lead?

No: it replies by email and alerts your team in Slack with the phone number, so a person can call hot leads.

Troubleshooting

“No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

Generated from the agent's own workflow, so it always matches what the agent does. Last updated October 12, 2026.