AI Automation / CRM Automation
Analyze lead attributes (industry, company size, behavior) and assign to correct sales rep or team — turns chaos into structure.
Why This Prompt Exists
Leads arrive from multiple channels — forms, chat, email, events — and go nowhere because no one knows who should get them. Routing is the first failure point in most CRMs.
You get:
- leads sitting unassigned for days (opportunity decay)
- territory mismatches (sales rep in wrong region)
- skill mismatches (enterprise lead goes to SMB rep)
- round-robin failures (one rep gets overloaded)
- no routing audit trail (can’t debug assignment issues)
But routing can be systematic:
- territory-based: region, timezone, language
- industry-based: vertical expertise (healthcare, fintech, retail)
- size-based: enterprise vs. mid-market vs. SMB
- behavior-based: lead score, intent signals, page visits
- availability-based: workload, capacity, PTO
Without classification, leads fall through cracks.
This prompt designs lead routing rules that scale.
The Prompt
Assume the role of a RevOps architect who designs lead routing systems. Your task is to create classification and routing rules for incoming leads. Generate: 1. LEAD ATTRIBUTES TO CLASSIFY - Source: [form / chat / email / event / referral] - Industry: [list of relevant industries] - Company size: [employee range or revenue] - Geographic region: [country, state, timezone] - Lead score: [numeric or tier] 2. ROUTING DIMENSIONS | Dimension | Values | Matching Logic | |-----------|--------|----------------| | Territory | [list of regions] | Exact match or nearest | | Industry | [list] | Exact match | | Size | [SMB/Mid-Market/Enterprise] | Range match | | Language | [en/es/fr/de] | Exact match | 3. ROUTING RULES (priority order) | Priority | Condition | Assign To | Fallback | |----------|-----------|-----------|----------| | 1 | Industry = Healthcare AND Size = Enterprise | Healthcare team lead | Enterprise team | | 2 | Region = EMEA AND Language = German | DACH specialist | EMEA team | | 3 | Lead score > 80 | Top-performing rep (round-robin) | Any available | 4. LOAD BALANCING - Algorithm: [Round-robin / Least-loaded / Weighted] - Capacity limit per rep: [X leads/day] - Overflow handling: [queue / redistribute / notify manager] 5. ROUTING LOGGING - What to log: [lead ID, timestamp, assigned rep, rule triggered] - Why: [audit, debugging, performance analysis] 6. EXCEPTION HANDLING - What if no rule matches? [Unassigned queue / default rep / manager review] - What if assigned rep is unavailable? [Next rep / requeue / escalate] INPUTS: Sales team structure: [E.G., "10 reps: 3 enterprise (healthcare, fintech, general), 5 mid-market (regional), 2 SMB (volume)"] Lead volume by source: [E.G., "500 leads/week: 200 from forms, 150 from chat, 100 from events, 50 from referrals"] Routing requirements: [E.G., "Healthcare leads go to healthcare team. Enterprise leads above $50k ACV go to VP."] RULES: - Route by expertise first (enterprise leads to enterprise reps, not generalists) - Route by territory second (timezone alignment matters for follow-up) - Route by availability third (don't overload top performers) - Always log routing decisions (you will need to debug) - Test routing rules with historical leads before deploying - Review routing effectiveness monthly (time-to-assign, conversion by rep)
How To Use It
- Route by expertise first — enterprise leads to enterprise reps, industry-specific leads to specialists.
- Route by territory second — timezone alignment matters for follow-up speed.
- Route by availability third — don’t overload top performers at the expense of lead response time.
- Always log routing decisions — you will need to debug misrouted leads.
- Test routing rules with historical leads before deploying.
- Review routing effectiveness monthly (time-to-assign, conversion rate by rep).
Example Input
Sales team structure:
“8 reps: 2 enterprise (healthcare, fintech specialists), 4 mid-market (US East, US West, EMEA, APAC), 2 SMB (volume)”
Lead volume by source:
“1,000 leads/week: 400 web forms, 300 chat, 200 events, 100 referrals”
Routing requirements:
“Healthcare leads >$50k ACV go to healthcare specialist. EMEA leads go to EMEA rep (timezone).”
Why It Works
Most lead routing is manual or simple round-robin — both fail at scale. Manual routing creates delay; round-robin ignores qualification.
This framework improves outcomes by forcing:
- lead attribute classification (what data determines routing?)
- routing dimension specification (territory, industry, size, language)
- priority ordering (most important rules first)
- load balancing design (prevent rep overload)
- exception handling (what falls through the cracks?)
Failure modes this prevents:
- Unassigned leads — sitting in queue for days (lost revenue)
- Territory mismatches — rep in wrong timezone calls at 2 AM
- Expertise mismatches — enterprise rep gets SMB leads (wasted capacity)
- Rep overload — one rep gets 80% of leads (burnout, slow response)
This improves on: Manual assignment (slow) and round-robin (unqualified). Intelligent routing matches leads to the right rep.
Related to: CRM-04 (Intent Tagger) for lead qualification; CRM-06 (Health Score) for prioritizing hot leads.
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