New lead notification and assignment to technicians or sales staff

Purpose

1.1. Instantly notify team members of new HVAC repair leads to reduce response times and improve the client experience.
1.2. Automatically assign leads to the most suitable technician or sales representative based on customizable rules (location, expertise, capacity).
1.3. Ensure all inquiry sources (web forms, calls, email, chat) are centrally logged and routed to eliminate missed opportunities.
1.4. Enable performance monitoring of lead response, technician workload, and follow-up efficiency.
1.5. Foster prompt engagement that increases conversion rates and optimizes resource allocation.

Trigger Conditions

2.1. Submission of a web form via HVAC service website.
2.2. Receipt of an inbound email inquiry.
2.3. Call received through a tracked business phone number.
2.4. New message in Facebook Messenger, WhatsApp, or similar.
2.5. New lead entry in CRM or external marketing tool.
2.6. Zap in lead data from third-party ad platforms (Google, Facebook Ads).
2.7. Scheduled import from lists or events (e.g., property management portals).

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Messaging API – Configure automatic SMS dispatch to assigned technician with lead details using webhook trigger.
3.2. SendGrid
• Feature/Setting: Email Sending API – Trigger lead notification email template on new lead data event.
3.3. Slack
• Feature/Setting: Incoming Webhooks – Post detailed lead alert to #sales or #dispatch channel.
3.4. HubSpot CRM
• Feature/Setting: Workflow Automation – Create new deal and notify salesperson via task creation or in-app alert.
3.5. Salesforce
• Feature/Setting: Process Builder – Auto-create case, assign owner based on rules, send Chatter notification.
3.6. Microsoft Teams
• Feature/Setting: Connector – Push structured message to designated Teams channel upon lead creation.
3.7. Google Sheets
• Feature/Setting: Append Row API – Log new lead and set column for auto-assignment; notifications via Google Chat.
3.8. Zoho CRM
• Feature/Setting: Workflow Rules – Trigger email/SMS to staff and auto-assign lead record using round-robin logic.
3.9. Pipedrive
• Feature/Setting: Webhook & Activity API – Create new deal, assign user, and log activity.
3.10. Freshdesk
• Feature/Setting: Ticket Creation Webhook – Convert lead to new ticket and alert assigned agent.
3.11. Asana
• Feature/Setting: Task Creation API – New lead triggers task assignment to technician workspace.
3.12. Monday.com
• Feature/Setting: Board Automations – Create item and notify user group on lead form submission.
3.13. ClickUp
• Feature/Setting: Task Automation – Auto-add lead as task and assign with notification.
3.14. Airtable
• Feature/Setting: Update Records API – Add incoming lead, update owner field, push notification via automation.
3.15. Mailgun
• Feature/Setting: Inbound Routes – Email parser extracts lead and triggers outbound notifications.
3.16. Intercom
• Feature/Setting: Inbox Rules – Assign new conversation from web chat to team, send assignment email.
3.17. Zendesk
• Feature/Setting: Ticket Trigger – New request creates ticket, assigns to group/agent, notifies by email/pop-up.
3.18. ActiveCampaign
• Feature/Setting: Automations – Add contact, send notification email, and assign custom field owner.
3.19. Google Chat
• Feature/Setting: Webhook Bot – Push lead alert message with actionable buttons to chat room.
3.20. Outlook 365
• Feature/Setting: Flow Automation (Power Automate) – Detect new inbox lead email, create calendar event, notify staff.

Benefits

4.1. Near real-time lead handling reduces client wait time and boosts first-contact conversion.
4.2. Centralizes lead tracking, minimizing lost opportunities and duplicate assignments.
4.3. Supports customized routing logic to optimize technician utilization and meet SLAs.
4.4. Enables automated accountability and activity logging for management reporting.
4.5. Scalable across multiple communication channels and branch offices.