Automated CRM & Lead Routing

CRM Lead Routing — System Flow

Lead Capture · Instant Assignment · Qualification · Follow-up · Pipeline · Appointment · Closed

Trigger
Source / GHL
Action / Output
Decision
Routing
Alert / Escalation
Result

Lead Routing Lifecycle — Automation Map

Every stage connects seamlessly. Leads are captured, assigned, qualified, and nurtured — automatically.
InboundLead Capture
→
0–5 secInstant Assignment
→
ScoringQualification
→
NurtureFollow-up
→
TrackingPipeline
→
ConvertAppointment
→
WonClosed

01 Lead Capture & Intake

Centralized lead intake from every channel — forms, ads, chat, referrals — funneled into one CRM.

TriggerNew lead from form, ad, chat widget, or manual entry
GHL CRMContact created with source tag, UTM data, and lead details
InstantAuto-tag lead source: Facebook Ad / Google / Website / Referral
+0 secAdd to pipeline: "New Lead" stage
ResultLead enters routing queue → triggers instant assignment

02 Instant Lead Assignment

Round-robin routing assigns each lead to the next available team member within seconds.

TriggerNew contact enters "New Lead" pipeline stage
DecisionCheck lead source, location, or service type
Round-RobinAssign to next available agent based on routing rules
Instant AlertSMS + email notification to assigned agent: "New lead — [Name]"
ActionUpdate contact owner + move to "Assigned" pipeline stage
ResultLead assigned in under 5 seconds → agent notified instantly

03 Lead Qualification & Scoring

Automated scoring and tagging separates hot leads from cold — so agents focus on the right ones.

TriggerLead assigned to agent + initial data collected
Auto-ScoreScore based on: source quality, form fields, engagement level
DecisionLead score: Hot (80+), Warm (50–79), or Cold (<50)?
HOT
Priority alert → Agent calls within 5 min
WARM
Enter nurture sequence → Day 1, 3, 7 touchpoints
COLD
Tag: Cold → Long-term drip campaign

04 Automated Follow-up Sequences

Multi-channel drip sequences ensure no lead goes cold — SMS, email, and voicemail drops on autopilot.

TriggerLead enters follow-up sequence (based on score or no response)
Day 1SMS: Personalized intro + value proposition + booking link
Day 2Email: Case study / social proof + CTA to schedule a call
Day 4SMS: "Quick follow-up — still interested in [Service]?"
Day 7Email: Final value-add + last-chance booking link
DecisionLead engages or books?
YES
→ Move to Appointment stage
NO
Tag: Unresponsive · Retry in 30 days

05 Pipeline Management & Tracking

Visual pipeline with automated stage movement — every lead's status is always up to date.

GHL PipelineStages: New → Assigned → Contacted → Qualified → Appointment → Closed
Auto-MoveStage updates triggered by actions: reply, call, booking, deal won
Stale AlertIf lead stays in one stage 48+ hours → notify assigned agent
ReportingDaily pipeline summary email to manager with conversion metrics
ResultFull visibility into every lead → zero leads fall through the cracks

06 Appointment Setting & Handoff

Qualified leads are guided to book — with confirmation, reminders, and agent prep built in.

TriggerLead books via calendar link or agent manually sets appointment
InstantSMS + Email confirmation with date, time, and meeting details
24h BeforeReminder SMS to lead + internal prep alert to agent
2h BeforeFinal reminder: "See you today at [Time]! Reply R to reschedule."
DecisionLead shows up?
YES
Pipeline → Closed Won ✓
NO
No-show recovery sequence triggered

Deployment Timeline

Day 1
Discovery call · Team mapping · GHL account & pipeline setup
Day 2–3
Lead capture forms · Routing rules · Round-robin assignment config
Day 4–5
Qualification scoring · Follow-up sequences · Pipeline automations
Day 6
Appointment booking · Reminders · Reporting dashboards
Day 7
Testing · Team training · Go live

Available as Add-Ons (Not Included in Base Build)