Turn one new inquiry into one clear next step

Use this workflow for form fills, inbound inquiries, or other high-intent records that need a prompt response. RevDesk contacts the lead through the approved channels, gathers the required information, and books, routes, or closes the task according to your rules.

Prerequisites

A trusted trigger that supplies contact information and consent context
Written qualification criteria and disqualifying conditions
A connected calendar or named human queue for the next step
Working hours, retry limits, channel permissions, and an escalation owner

Trigger and input

Start with one lead source. Require the fields needed to identify the person, determine the correct workflow, and route the result. If the source cannot provide required consent or ownership information, hold the record for review instead of assuming it.

Controls

Set the allowed contact window and maximum attempts.
Define which qualification answers are required before booking.
Decide when a person must approve, answer, or take over.
Keep calendar routing rules explicit: eligible hosts, location, appointment type, duration, and buffers.
Stop on opt-out, completed booking, disqualification, invalid contact information, or human takeover.

Launch

Connect the lead source and map a small set of required fields.
Configure the agent instructions and knowledge needed for this inquiry type.
Connect the destination calendar or handoff queue.
Test qualified, unqualified, unavailable, opt-out, and no-response scenarios.
Launch to one controlled source before adding more forms, locations, or channels.

Verify

Inspect the first conversation, qualification answers, booking or handoff, consent events, and final record. Confirm that the appointment appears on the correct live calendar and that a human can see why the lead was booked, routed, or closed.

Measure

Track time to first approved action, contact rate, qualified rate, booking rate, human-handoff rate, opt-outs, and incorrect-routing reports. Compare each metric by lead source instead of combining unlike audiences.

A complete run

This is the shape of one verified run of this workflow, taken from the dealership deployments in the customer stories. Names are illustrative. What RevDesk completes and what stays with a person are separated on purpose.

Step	What happens
Starting request	A web inquiry about a specific unit arrives from the store’s ADF lead feed on a Saturday afternoon. The form carries a name, mobile number, the unit, and the consent language the store requires.
Available context	Lead source, rooftop, unit and its current inventory status, the store’s knowledge base (hours, financing basics, trade policy), calendar availability for the assigned salespeople, and any prior conversation on this contact’s record. Guardrails: call and text only, quiet hours local to the customer, three attempts, no email.
Actions taken	The agent calls within the approved window. No answer. The policy layer picks a text next because the day-two call is the wrong move once a text is likelier to be answered. The customer replies asking about the price. The agent answers from inventory, confirms towable versus motorized and whether there is a trade, checks the salesperson’s calendar, and offers two slots. The customer takes Thursday at 2:00pm.
Finished deliverable	A booked walk-through on the right salesperson’s calendar, a confirmation text to the customer, and a structured summary of what the customer asked and answered.
System updates	Contact created or updated; the deal created from intake and moved to Appointment set; the call, text thread, transcript, summary, and outcome tags on the record; the appointment written to the connected calendar. Where a supported CRM is connected, the activity, appointment, and next action are written there.
Human approval	None was required to book, because booking was an allowed action. Had the customer asked for a trade value or an out-of-policy discount, the agent would have requested a callback for a person and the deal would have waited. Per-touch review can be turned on so a person approves each drafted message before it sends.

Remaining with the customer or another system: the visit itself, the trade appraisal, and every desking, funding, titling, and registration step. RevDesk records the next action; it does not perform those steps.

Troubleshooting

The wrong host is booked: review calendar ownership, routing criteria, and availability settings.
Leads repeat information: confirm that the trigger fields are mapped into the task context.
A lead is contacted outside policy: inspect timezone, working hours, consent, and source configuration.
Qualification is inconsistent: replace broad prompts with explicit questions and stopping conditions.

See Real-time calendar booking and Testing for supporting setup.

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Setup

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Qualify and Book New Leads

Turn one new inquiry into one clear next step

Prerequisites

Trigger and input

Controls

Launch

Verify

Measure

A complete run

Troubleshooting

​Turn one new inquiry into one clear next step

​Prerequisites

​Trigger and input

​Controls

​Launch

​Verify

​Measure

​A complete run

​Troubleshooting

Turn one new inquiry into one clear next step

Prerequisites

Trigger and input

Controls

Launch

Verify

Measure

A complete run

Troubleshooting