Real-time qualification and lead routing

Version 1.0 · Last updated 2026-08-10

This recipe describes how to use a conversational assistant to turn unstructured interest into clean, routed leads.

Forms are useful but often produce incomplete, inconsistent data. Real-time qualification converts those fields into a short conversation that feels more natural and yields better information. An AI-driven flow can then route leads immediately to the right team.

Configure a lead-qualification Procedure that defines variables like company_size, region, industry, role, primary_goal, timeline, and current_tools. The Procedure’s prompt graph should adapt its questions depending on previous answers; for example, only ask current_tools if primary_goal suggests integrations matter.

Ground the Procedure with flat Topics such as Product-overview, Pricing-basics, Engagement-process, and Eligibility-basics. This ensures that when visitors ask detailed questions (“Can you handle X in region Y?”), the Procedure responds from approved content instead of inventing capabilities.

Once variables are captured, a routing function can compute target_team and priority_level. Use these values to create or update a lead or contact record in your CRM, attach an AI-generated summary, and assign it accordingly. The summary should mention the primary goal, key constraints, and any special notes gathered by the Procedure.

For high-value or urgent cases (for example, company_size above a threshold and timeline=urgent), the Procedure can also create Messages and send Notifications to specific Slack channels or email groups. This avoids relying solely on dashboards and helps teams react quickly to important leads.

You can also keep these variables for Audiences. Visitors marked as “qualified but not contacted” can see Notifications prompting them to schedule a demo, download a deep-dive guide, or visit a tailored landing page. Segments such as “enterprise, new region” can receive different in-app prompts than “SMB, simple use case.”

Conclusion
Real-time qualification and lead routing turns basic inbound interest into structured, actionable leads with minimal friction. By using Procedures to collect variables, grounding answers in focused Topics, and driving internal Messages and Notifications for priority signals, it reduces manual triage and supports more timely, relevant follow-up.