Responding to a new lead fast
A form or a booking lands in your database with its source, an owner from your rota and an automatic reply, before anyone opens the inbox.
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- Round-robin owner on every lead
- Auto SMS and AI callback
- Source recorded on every lead
The short answer
- In SalesCrew, a website form or a Calendly booking reaches your instance by webhook, creates or matches a contact and records the source.
- A round-robin pool assigns the owner, and SalesCrew answers on its own with an acknowledgement SMS or an AI callback.
- An escalation timer fires when nobody has touched the lead, so speed to lead doesn't depend on someone watching the queue.
Trigger to logged
One new lead's path from the form to a named owner.
- 1
Trigger: a form or a booking
The website form posts to your instance's inbound endpoint, or Calendly fires its booking webhook.
- 2
The record is created or matched
Contact matched on email, company attached when there is one, and the lead logged on the inbound channel with its source.
- 3
An owner is assigned
The round-robin pool picks the next person on the rota, and task_create puts the callback on their list with a due time.
- 4
The automatic response fires
An acknowledgement SMS or an AI callback reaches the lead. Every automatic text starts in review with a consent gate.
- 5
The timer watches
If nobody touches the lead in the window you set, the escalation timer hands it to the next person you named.
- 6
What gets logged
The lead with its source, the owner, the reply and every later touch on the timeline. The audit log names who or what did each thing.
What gets configured
What you set for each object in your SalesCrew instance.
| Object | What you set |
|---|---|
| Inbound endpoint | The webhook your site form posts to |
| Calendly webhook | Booking created, cancelled and rescheduled events |
| Lead source | The value written on every inbound lead |
| Round-robin pools | The rota that assigns a new lead |
| Automatic reply SMS | The acknowledgement a new lead receives |
| AI callback | A voice agent calling the lead back |
| Untouched-lead escalation | The timer and who it escalates to |
| Spam handling | Throttling on repeated submissions from one source |
Where it stops and a human starts
The automatic reply buys you minutes, and a person closes the gap. An acknowledgement text doesn't qualify a buyer or negotiate anything, so the owner from the rota takes the conversation from there.
Every external send starts in review, and a consent gate runs before any text. Texting a consumer mobile in the United States brings the TCPA into it, and the consent itself is yours to hold. This page is not legal advice.
Put the source on every lead from day one. It makes the whole question measurable, because you can compare how fast each channel's leads were answered and which ones turned into deals.
Questions
- What does SalesCrew do the moment a lead arrives?
- It creates or matches the contact, records the source and assigns an owner from your round-robin pool. The acknowledgement SMS and the AI callback run from the same trigger, and every automatic text starts in review behind a consent gate.
- What happens if nobody touches a new lead?
- The untouched-lead timer escalates it. You choose how long the timer runs and who it escalates to, so a lead never sits in a queue with nobody looking at it.
- How fast should you respond to a new lead?
- Faster than the buyer's next tab. Outside research on lead response is widely cited, and it's worth reading the original study yourself before you set your own timer.