Contact new enquiries using round-robin tasks.

Overview

An enquiry that belongs to everyone belongs to no one. This template rotates new form enquiries through your team, so the work stays even and every enquiry has one named person from the moment it arrives.

Prerequisites

These are the pieces we suggest having ready before you switch this workflow on. Your clinic may set things up differently, so treat the list as a guide.

• A lead capture form on your website
• The team members who take new enquiries

How to use this template

Once it opens, you’ll see the blocks joined up in order.

1. The Lead capture form submitted trigger is where this workflow begins. A run starts each time someone sends your website form, at any hour of the day. To get it running properly, choose the form you publish on your site and check that its name, email and phone fields map to the lead’s record.
2. The Condition block decides which submissions carry on to the rotation. Set the form type to new enquiry here, so job applications, supplier messages and existing patients’ questions stay out of your team’s queue. You can add further conditions if you need them, such as a single location or one treatment, and anything that doesn’t match simply ends here.
3. The Round robin block is where you choose the people who take new enquiries. Each run hands the next enquiry to the next person on the list, so the work stays even across the week. Take someone out of the rotation while they’re away and nobody waits on an empty desk.
4. The Assign owner block writes that person onto the lead as its owner. From here on, the record, the pipeline view and every later reminder all show one named person.
5. The Create task block puts the first contact on the owner’s list, with the enquirer’s name in the subject. Give it a due date, link it to the lead, and write a short description, for example:

   Call {Record > First name} about {Record > Treatment}. Book a consultation or note why not.