Orova Bot finds businesses, shops and professionals that match the customers you are looking for, using the contact details they publish themselves on their websites and channels. This guide is written for someone who has never opened the module. Each section explains the idea first, then walks through what to click, what to fill in and what you should see.
The sections follow the order you will actually work in: describe who you want, adjust the criteria, choose what the bot does automatically with new leads, run the bot, then work with your lead list. The last three sections cover quota, data and legal matters, and common questions.
Two things hold everywhere. Every lead comes with a source link so you can check it yourself. And quota is only used when AI actually does work, at its real cost, never per lead.
00 · Before you start
What Orova Bot is and what to know first
This section explains the terms used throughout the guide, the two pages of the module, and the five steps of working with a bot.
Orova Bot
A module that finds business customers from public data. You describe the customers you want in everyday language; the bot searches for them, collects their contact details, then asks AI to check whether each one really fits. Every lead row includes a source link that opens the original page where the details were published.
Bot
One search for leads with its own set of criteria. For example, one bot looks for dental clinics and another looks for print shops. You can create as many bots as you like, and each has its own card for tracking.
Lead
A business, shop or professional the bot has found. Each lead is a row in a table with a name, company, email, phone, website, social channels, AI result and source.
Criteria
The conditions a lead must meet. There are two kinds: filters (checked automatically against the collected data, such as whether there is an email) and AI questions (AI reads the lead's information to answer, such as whether they take online bookings).
Quota
The credit you use when AI does work for you, drawn from your workspace wallet. Orova estimates the quota before a bot runs. Only AI work uses quota; section 06 has the details.
| Page | What it is for |
|---|---|
Bots | Create a bot, edit its criteria, run it, stop it and follow its progress on its card. |
Leads | See, filter and sort every lead your bots have found, then add them to contacts, download or delete them. |
Five steps with one bot
- 1
Describe. Write who you are looking for and click
Analyze. - 2
Criteria. Review the criteria AI has built, then edit, add or remove until they match what you want.
- 3
Automation. Decide whether the bot should add leads to Connect contacts on its own.
- 4
Run and monitor. Click
Run botand watch the numbers grow on the bot card. - 5
Work with leads. Filter, select, then add leads to contacts, download or delete them.
Note
Who can use it
View Orova Bot and Create and run bots. The workspace owner grants them in the permissions settings. If you see a permission message, ask your workspace owner.01 · Step 1
Describe the customers you want in plain words
You don't need to know how to build filters. Write as if you were briefing an assistant, and AI turns it into criteria.
Open the Bots page. At the top is the New bot box with a large text field. Write the customers you need: what industry they are in, where they are, which contact details they should have, and what makes them worth contacting.
- 1
Write a description. Type into the text field. One or two sentences are enough. The clearer you are about industry, place and conditions, the better the results.
- 2
Or click an example. Below the field is a row of industry examples that scrolls sideways. Click one and it fills the field so you can edit it.
- 3
Click Analyze. AI reads your sentence and builds the criteria. The button shows
Analyzing…for a few seconds, then the criteria appear below (step 2).
Ten examples by industry
Copy any of these and change the place or conditions to suit you.
- Dental clinics in Singapore with a website and online booking.
- Day spas in Sydney with an Instagram account and a phone number.
- Software companies in Berlin with a contact email that are currently hiring.
- Garment manufacturers in Ho Chi Minh City that take export orders and list an email.
- Cafes and restaurants in Bangkok with Instagram or TikTok.
- English language centres for children in Kuala Lumpur with a website.
- Freight forwarders in Rotterdam offering international shipping.
- Architecture and interior design studios in London with an online portfolio.
- Building materials suppliers in Manila with a phone number and address.
- Three- and four-star hotels in Bali with direct online booking on their own website.
Tip
How to write a description that works
Note
02 · Step 2
Review and adjust the criteria
The criteria decide who the bot looks for and who it keeps. Everything in this panel can be edited.
After Analyze, you see the Criteria panel with several parts: filters, AI questions, scoring, and Where to search. Next to it, the Summary box counts keywords, filters and AI questions. The panel saves on its own; the Saved line shows the last save time.
Filters
Filters (labelled Auto filter) are checked automatically against the collected data and use no AI quota. Each filter has a Field and a Condition.
| You want | Field | Condition |
|---|---|---|
| Leads must have a phone number | Phone | Exists |
| Leads must have an email | Exists | |
| Leads must have a website | Website | Exists |
| Leads must have Facebook, TikTok… | Socials | Has social, then pick the channel |
| Only leads in certain countries | Country | In list, then pick the countries |
| Websites ending in .de, .com.sg… | Website | Domain ends with |
| The lead's page mentions a word | Page text | Contains or Does not contain |
Click Add condition to add a row. Each row has a Turn criterion on/off switch, so you can pause a filter without deleting it.
AI questions
AI questions (labelled AI scored) are for conditions that need reading and judgement, such as "Do they take online bookings?" or "Do they sell abroad?". AI reads each lead's information to answer, and this uses quota.
| Part | What it means |
|---|---|
Required group | Something the lead must have. If AI finds clear evidence that the lead fails this question, the lead is rejected. |
Bonus group | Nice to have. It only adds points and never rejects a lead. |
Weight 1–10 | How much the question counts in the total score. 10 is the most important. |
Checks (yes / no) | Break the question into small points that can be answered yes or no. For example, "Is a reputable clinic" becomes "Has a street address", "Lists opening hours", "Introduces its dentists". |
Web check | Lets AI look further on the web when the collected information is not enough to answer. Uses extra quota. |
Click Add question for a new question, Add check for a new point, and Remove to delete.
Scoring: pass threshold and review band
AI only returns the answer to each check, with a verbatim quote and its source. Orova verifies the quote, then calculates a weighted score from 0 to 100. The Scoring section decides which scores count as a pass.
Pass threshold: leads at or above this score are markedQualified.Review band: leads with a score in this band are markedReview, meaning you should take a look yourself.- Below the review band, leads are
Rejected.
Tip
Change the threshold at any time
Where to search and how many
| Field | What it is for |
|---|---|
Suggested sources | Pages AI proposes as starting points, such as industry directories, trade associations or listing sites. The bot starts from here. Remove the ones that don't fit or add sources you know. |
Search queries | The phrases the bot searches with. Type a keyword and press Enter to add it. |
Country | Where to search. Choose Any country if location doesn't matter. |
Target leads | The bot's goal. It stops when it reaches this number or when it has tried every suitable source. |
Bots running at once | Choose Auto so the bot scales up when the server is idle and backs off when it is busy. Pick a number or Other… to set it yourself. |
03 · Step 3
Let the bot add leads to Connect contacts
If you plan to email leads with Orova Connect, the bot can add them to your contacts the moment it finds them.
Connect contacts
The contact list of the Orova Connect module, where you keep people you send email to. It has send groups (send one email to a whole group) and tags (labels for filtering).
In the criteria panel, scroll to Automation. Turn on Auto-add to contacts, then choose When:
| Option | The bot adds |
|---|---|
Every lead found | Every lead, as soon as it is found. |
Leads with an email | Only leads that have an email. |
AI-qualified leads | Only leads AI has marked Qualified. |
Off | Nothing. You pick leads by hand on the Leads page. |
Then choose the Send groups and Tags to apply. If the group or tag you need doesn't exist yet, type a new name and press Enter to create it.
Note
Added to contacts: N so you know how many were added.04 · Step 4
Run the bot and follow its progress
Once you click Run bot, your part is done. The bot works on the server, so you can close the page and do something else.
- 1
Click Run bot. At the bottom of the criteria panel, click
Run bot. Orova estimates the quota first; if your wallet is short, you are told straight away and the bot does not start. - 2
Watch the bot card. The bot appears as a card under
Your bots. Its status changes fromQueuedtoRunning. - 3
Wait for results. The numbers on the card go up as the bot finds and scores more leads.
| Box | What it means |
|---|---|
Found | Leads found so far, against the target you set. |
AI scored | Leads AI has finished scoring. |
Qualified | Leads that meet your pass threshold. |
Quota | Quota this bot has used so far. |
The order the bot searches in
- Sources that use no quota come first: suggested sources, directories, maps, business registries, YouTube and related pages the bot discovers from them.
- AI web search comes second: only when those sources run dry before the target is reached does the bot search the web by keyword. This step uses quota.
- It stops when every source has been tried: if the bot has tried every suitable source and still hasn't reached the target, it stops with
No more matching sourcesinstead of spending quota for nothing.
The Source column on the Leads page shows where each lead came from: Suggested, Directory, Maps, Business registry, YouTube, Related pages, Dynamic pages or Web.
Buttons on the bot card
| Button | What it does |
|---|---|
Run bot / Stop | The same spot. While running, the button becomes Stop. Run it again and the bot resumes where it left off. |
Notify when done | Turn on to have your browser notify you when the bot finishes. The first time, your browser asks whether to allow notifications. |
Duplicate | Creates a new bot with the same criteria, so you can change the place or industry without starting over. |
Edit criteria | Reopens the criteria panel. |
View leads | Opens the Leads page filtered to this bot. |
Delete bot | Deletes the bot. Leads it has already found are kept. |
| Status | What it means |
|---|---|
Draft | Analyzed but not yet run. |
Queued | Waiting in line for the server. |
Running | Finding and scoring leads. |
Paused / Stopped | You stopped the bot. Click Run to continue. |
Done | The target was reached or every suitable source was tried. |
Failed | The bot hit a problem. The message on the card tells you to click Run to try again. |
05 · Step 5
Work with your lead list
The Leads page brings every bot's leads into one table. Filter them, check the sources, then move them on.
| Column | What it holds |
|---|---|
Name | The contact person's name, if the business publishes it. |
Company | The business or shop name. |
Country / Code | The lead's country and phone country code. |
Email | The publicly listed contact email. |
Phone | The publicly listed phone number, for example 0901 234 567. |
Website | The lead's website. |
Socials | The lead's channels. The bot recognises 44 types, including Facebook, Instagram, TikTok, YouTube, LinkedIn, WhatsApp, LINE, WeChat, Google Maps and many more. |
AI result | Qualified, Review, Rejected or Not scored. Click it to see each check with its verbatim quote and the link it came from. |
Source | A link to the original page where the bot found the lead. |
Found on | The date and time the bot found the lead. |
Filter and adjust the view
- Search: type a name, company, email or phone number.
- Quick filters: click
Has phone,Has emailorAI qualifiedto see only leads that meet it. - Filter by bot and result: pick one bot, or one kind of AI result.
- Resize columns: drag the edge of a column header.
- Hide columns: click
Columnsand untick the ones you don't need. - Table format: adjust how the table is displayed so it is easier to read.
- Quick copy: click the copy icon next to an email or phone number.
Select many leads at once
Click Select, then tick the rows you want. The action bar shows N selected and these buttons:
| Button | What it does |
|---|---|
To contacts | Opens Add to Connect contacts. Pick send groups and tags, then click Add. Only leads with an email can be added; existing contacts receive the selected groups and tags. |
Download | Downloads the selected leads as an Excel or CSV file. |
Delete | Removes the leads from the list. A bot may find them again in a later run. |
Delete and block | Deletes the leads and blocks them permanently: they will never be collected into your workspace again. Use this when someone asks you to stop contacting them. |
Tip
Contacts column in the table shows which leads are already in your contacts.06 · Quota
Quota and cost
You pay for the work AI actually does, not for the number of leads found.
| Task | Uses quota? |
|---|---|
| Turning your description into criteria | Yes, a small amount. |
| Finding leads in suggested sources, directories, maps, business registries, related pages | No. |
| Filters (has email, has phone, right country…) | No. |
| AI web search once those sources run dry | Yes. |
| AI scoring each lead against your questions | Yes. |
| Changing the Qualified / Review thresholds | No, the list re-sorts itself. |
| Adding to contacts, downloading, deleting | No. |
- Estimated first: before a bot runs, Orova estimates the quota it needs. If your wallet is short, you see
You are out of AI quotastraight away and the bot never stops halfway. - Charged at real cost: quota is deducted for the AI work actually done. Each deduction is a line in your wallet history, for example
Orova Bot: AI scored 25 leads. - Not charged per lead: a lead found in a source that needs no AI uses no quota at all.
Tip
Save quota
07 · Data & legal
Where the data comes from and your responsibilities
Orova Bot only uses details that businesses publish themselves. How you use that data is your responsibility.
- Public information only: Orova only collects contact details that businesses, shops and professionals publish themselves on their websites and channels.
- Every row has a source link: you can always check where a detail came from.
- Orova keeps no copy of its own: the lead list belongs to your workspace. When you delete it, it is gone; Orova does not keep a separate database to sell or reuse.
- Deletion on request: when a person or business asks you to remove their details, use
Delete and blockso they are never collected into your workspace again.
Warning
Your responsibility
Details of how Orova handles public contact data are in the Privacy Policy, in the section on public contact data. Inside the module, the Data policy link next to the New bot box goes straight there.
08 · FAQ
Frequently asked questions
Common questions from people new to Orova Bot.
The bot is taking a while. Do I need to keep the page open?
No. The bot runs on the server, so you can close the page or shut down your computer. Turn on Notify when done if you want your browser to alert you when it finishes while Orova is open.
Why did the bot stop before reaching my target?
It tried every source that matched your criteria and reported No more matching sources. Loosen the criteria, add keywords or suggested sources, or include more countries, then click Run again.
A lead was Rejected but I think it fits. What can I do?
Click its AI result to see each check and quote. If the threshold is too strict, lower the Pass threshold or widen the Review band; the list re-sorts with no extra quota. If a question isn't essential, move it to the Bonus group or lower its weight.
Why couldn't some leads be added to contacts?
Connect contacts need an email address to send to, so leads without one are skipped. To keep only leads with an email, add the filter Email Exists.
What if I add the same lead to contacts twice?
Contacts are never duplicated. A lead that is already in your contacts just receives the groups and tags you picked.
I want the same kind of leads in another city.
Click Duplicate on the existing bot card. The new bot copies all the criteria; change the place in the keywords, country or suggested sources, then run it.
Does deleting a bot delete its leads?
No. Leads already found stay on the Leads page. To delete leads, select them there and click Delete.
Is the information in the table always accurate?
It comes from the businesses' own public pages, but it may be out of date if they haven't updated it. Every row has a source link so you can check before getting in touch.
The bot shows an error or says AI is busy. What now?
Wait a few minutes and click Run again. The bot resumes where it stopped; leads already found and quota already used are not lost.
/ Need help?
Can't find what you need? Open Support inside your workspace, or send us a message.