{"id":1231,"date":"2021-01-10T18:52:00","date_gmt":"2021-01-10T23:52:00","guid":{"rendered":"https:\/\/blog2wrkdev.wpenginepowered.com\/lead-management-leadbot\/"},"modified":"2026-09-29T06:44:45","modified_gmt":"2026-09-29T10:44:45","slug":"lead-management-leadbot","status":"publish","type":"post","link":"https:\/\/blog2workato.wpengine.com\/lead-management-leadbot\/","title":{"rendered":"How Lead Bot can help your sales reps respond to leads faster and more thoughtfully"},"content":{"rendered":"\nA big challenge for many sales teams is lead management\u2014especially triaging new inbound leads. When a new prospect gets in touch or signs up for a free trial, you want to leverage that moment to convert them into a paying customer. For sales teams with a high volume of inbound leads, however, it can be difficult to keep track of who has reached out to which lead and when.\n\nIn an attempt to solve this problem, many companies assign inbound leads to sales development reps (SDRs). But this approach presents its own logistical challenges. For starters, leads often span multiple time zones; it is not ideal to assign a lead based in the UK to an SDR who works in California&nbsp;because they will probably have a hard time getting in touch.\n\nAdditionally, sometimes reps are simply not available. They may be at lunch, on vacation, or in a meeting. It\u2019s important that leads not be assigned to reps who cannot reach out ASAP. Otherwise, leads are more likely to fall through the cracks.\n\n<span style=\"font-weight: 400;\">To help you account for these potential issues at scale, you can use Lead Bot, a customized version of <a href=\"https:\/\/www.workato.com\/workbot-slack\/?utm_source=blog&amp;utm_medium=lead-bot\">Workbot<\/a>.&nbsp;<\/span>\n\n<span style=\"font-weight: 400;\">With Lead Bot, you can create an <\/span><a href=\"https:\/\/blog2workato.wpengine.com\/lead-routing\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">intelligent lead routing workflow<\/span><\/a><span style=\"font-weight: 400;\"> that enables reps to work from <\/span><a href=\"https:\/\/www.workato.com\/integrations\/slack\/?utm_source=blog&amp;utm_medium=lead-bot\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Slack<\/span><\/a><span style=\"font-weight: 400;\">. Here\u2019s how it can work:<\/span>\n\n<iframe loading=\"lazy\" title=\"Lead Bot | Workbot Wednesdays\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/kcdmhP9UE9U?start=58&amp;feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n\n<span style=\"font-weight: 400;\">Read on to learn more about how Lead Bot can fuel your organization\u2019s lead routing workflow.<\/span>\n\n<i><span style=\"font-weight: 400;\">Related: <\/span><\/i><a href=\"https:\/\/blog2workato.wpengine.com\/speed-to-lead\/\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">How to improve your team\u2019s speed to lead<\/span><\/i><\/a>\n<h3>Assign leads to available reps via Slack<\/h3>\n<span style=\"font-weight: 400;\">Throughout the day, your sales team spends most of their time in a platform like Slack. Thanks to some handy integrations, they can use it as a fully-functional sales hub where they can log demos, announce deals, and even approve contracts.<\/span>\n\n<span style=\"font-weight: 400;\">Because they spend so much of their time in Slack, you can look to turn it into a lead management hub where lead assignments could be communicated. To do this, reps can set their status as \u201cAccepting Leads\u201d or \u201cNot Accepting Leads.\u201d When they are ready to start contacting leads, they can click \u201cAccepting Leads,\u201d and Lead Bot will deliver new inbound leads to them in Slack. If they go to lunch or are finished working, they can select \u201cNot Accepting Leads,\u201d and no new leads will be assigned to them. As soon as they set their status to active, however, Lead Bot will assign them leads again.<\/span>\n\n<span style=\"font-weight: 400;\">This gives you a simple way to make sure that only available reps are assigned leads to reach out to. It also means that leads are less likely to fall through the cracks because they are only ever assigned to reps who are ready to reach out at that moment. And it gives reps an easy way to manage their workload; if they\u2019re busy with other tasks, they can simply set their Lead Bot status to inactive until they are ready to accept more inbound leads!<\/span>\n<h3>Allow reps to reject leads from Slack<\/h3>\nNo matter how sophisticated its logic is, any lead assignment system needs to be able to work with exceptions. Sometimes, leads are assigned to reps incorrectly; perhaps the lead is in the wrong time zone or is not a good lead.\n\n<span style=\"font-weight: 400;\">When this happens to one of your reps, they can press a button to reject the lead right in Slack. They\u2019re then asked to select the reasons why the lead is being rejected. These range from the lead being a competitor to it being identified as a fake account. All rejections are logged, so if a lead is rejected by multiple reps multiple times, sales managers can see this and determine whether it is a poor quality lead.<\/span>\n<h3><b>Put leads into the appropriate nurture sequence<\/b><\/h3>\n<span style=\"font-weight: 400;\">If your rep identifies a lead that doesn\u2019t quite fit your criteria but they have the potential to do so eventually (e.g. they work at an organization that\u2019s too small), they can, with the click of a button in your business communications platform, put them into a nurture sequence via a platform like <\/span><a href=\"https:\/\/www.workato.com\/integrations\/outreach\/?utm_source=blog&amp;utm_medium=lead-bot\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Outreach<\/span><\/a><span style=\"font-weight: 400;\">. It\u2019s worth noting that the sequence the lead enters will depend on the reason why the lead was rejected.&nbsp;<\/span>\n\n<span style=\"font-weight: 400;\">Though this option may not meet the short-term needs of your sales team, it allows you to provide a <\/span><a href=\"https:\/\/blog2workato.wpengine.com\/drip-marketing-automation\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">personalized drip sequence<\/span><\/a><span style=\"font-weight: 400;\"> that effectively keeps leads interested and engaged with your organization. Eventually, once a prospect is more qualified for your product, your sales reps can reach out and go through a short sales cycle with the warm lead.<\/span>\n<h3><b>Reassign leads to the appropriate colleagues<\/b><\/h3>\n<span style=\"font-weight: 400;\">If an SDR identifies a lead as qualified but they themselves aren\u2019t the right person to reach out, they can, with the click of a button, reassign it to the appropriate colleague.&nbsp;<\/span>\n\n<span style=\"font-weight: 400;\">The situations when this makes sense can vary, but in general, they stem from the following scenarios:<\/span>\n<ul>\n \t<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The lead works at an organization that\u2019s already using your product\/service. In this case, the rep\u2019s colleague who manages the relationship with that organization is better suited to accept the lead.<\/span><\/li>\n \t<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The lead is in a different time zone from the assigned rep. In this case, the rep will need to reassign the lead to a colleague who\u2019s in the same time zone as the prospect (or, if this isn\u2019t possible, a time zone that\u2019s at least closer to the lead\u2019s)<\/span><\/li>\n<\/ul>\n<h3><b>Handle a backlog of leads in an organized way<\/b><\/h3>\nSometimes, despite our best efforts, you have a backlog of leads that need to be contacted. This frequently happens when the entire sales team is out-of-office, such as on holidays.\n\n<span style=\"font-weight: 400;\">To work around this issue, Lead Bot keeps a list of backlogged leads. When there is no one to accept a new lead, it is not assigned but added to the list in the order that it arrived. When a team member sets their status to \u201cAccepting Leads,\u201d Lead Bot will assign them the most recent appropriate lead from the backlog.<\/span>\n\n<span style=\"font-weight: 400;\">If there are no current inbound leads to work with, Lead Bot will offer the option to \u201cGet Backlogged Leads\u201d instead. With this workflow, your team will never miss a lead, even if everyone has taken the day off!<\/span>\n\n<em>Related: <a href=\"https:\/\/blog2workato.wpengine.com\/what-intent-data-is-and-how-to-use-it\/\" target=\"_blank\" rel=\"noopener noreferrer\">3 ways to leverage intent data<\/a><\/em>\n<h3><b>Provide enriched insights on each lead<\/b><\/h3>\n<span style=\"font-weight: 400;\">It goes without saying that reps need sufficient context on a lead before they can feel comfortable responding.&nbsp;<\/span>\n\n<span style=\"font-weight: 400;\">You can help your reps get the confidence they need by using Lead Bot to provide them with the following information via Slack:<\/span>\n<ul>\n \t<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The organization the lead works for, plus the organization\u2019s location, size, industry, and apps their employees use<\/span><\/li>\n \t<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The lead\u2019s email address and phone number<\/span><\/li>\n \t<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The specific note the lead left in the demo request form (if applicable)<\/span><\/li>\n \t<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Whether the lead qualifies as a \u201chot account\u201d\u2014which is based on the lead meeting certain conditions<\/span><\/li>\n<\/ul>\n<span style=\"font-weight: 400;\">Lead Bot uncovers all of this information by performing lookups in a platform like <\/span><a href=\"https:\/\/www.workato.com\/integrations\/clearbit\/?utm_source=blog&amp;utm_medium=lead-bot\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Clearbit<\/span><\/a> <span style=\"font-weight: 400;\">and by combing through existing information in platforms like Salesforce. Lead Bot also links to the prospect\u2019s pages in various platforms so that the rep can easily investigate further.<\/span>\n<h3>Enrich leads even further with Research Bot<\/h3>\n<span style=\"font-weight: 400;\">Sometimes, SDRs need even more information about a lead in order to reach out. The phone number listed may be incorrect, for example, or the lead may be missing contextual information like the size of the company. To make it easier to flag leads that need enrichment, you can use a \u201cNeeds Research\u201d button in Lead Bot. When an SDR clicks the button, the lead is added to the queue for Research Bot.<\/span>\n\n<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter\" src=\"https:\/\/www.workato.com\/the-connector\/wp-content\/uploads\/2026\/09\/Screen-Shot-2021-01-29-at-3.57.22-PM-1024x941.png\" alt=\"How to research leads via Research Bot\" width=\"505\" height=\"464\">\n\n<span style=\"font-weight: 400;\">\nResearch Bot functions similarly to Lead Bot. Instead of pulling new inbound leads into Slack, it delivers leads that need enrichment. Researchers\u2014such as your sales interns\u2014can set themselves to \u201cAccepting Leads\u201d or \u201cNot Accepting Leads\u201d based on their workload and schedule.<\/span>\n\n<span style=\"font-weight: 400;\">When a researcher sets their status to \u201cAccepting Leads,\u201d Research Bot will deliver the oldest lead in the queue to them in Slack. The message will contain a link to the lead in Salesforce; by clicking the link, the researcher can edit information on both the lead and any associated accounts and contacts. If the lead is marked as a duplicate in Salesforce, the researcher can also merge the two leads.<\/span>\n\n<span style=\"font-weight: 400;\">Once the researcher is finished enriching the lead, they can choose from two options in Slack. Selecting \u201cComplete\/Get Leads\u201d will mark the current lead as done and assign the researcher another lead from the queue. If the researcher needs to move on to other tasks, they can select \u201cComplete\/Finish\u201d to set themselves to inactive.<\/span>\n\n<i><span style=\"font-weight: 400;\">Related:<\/span><\/i><a href=\"https:\/\/blog2workato.wpengine.com\/best-lead-management-apps\/\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\"> 2 apps that can improve your time-to-response for leads<\/span><\/i><\/a>\n\n<span style=\"font-weight: 400;\">Just like Lead Bot, Research Bot gives you flexibility in terms of how to prioritize and assign leads. They can be assigned based on the order they were added to the queue, according to geography or timezone, or by other factors. With Research Bot, you have better visibility into the leads that need enrichment, which improves lead quality dramatically!<\/span>\n\n<em>Ready to streamline your lead management with bots? <a href=\"https:\/\/www.workbot.com\/?utm_source=blog&amp;utm_medium=lead-bot\" target=\"_blank\" rel=\"noopener\">Get started by installing Workbot for Slack<\/a>.<\/em>\n","protected":false},"excerpt":{"rendered":"<p>A big challenge for many sales teams is lead management\u2014especially triaging new inbound leads. When a new prospect gets in touch or signs up for a free trial, you want to leverage that moment to convert them into a paying customer. For sales teams with a high volume of inbound leads, however, it can be [&hellip;]<\/p>\n","protected":false},"author":15,"featured_media":11914,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[32],"tags":[],"class_list":["post-1231","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-solutions"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How Lead Bot can help your sales reps respond to leads faster and more thoughtfully<\/title>\n<meta name=\"description\" content=\"Learn how Lead Bot can help your reps respond to inbound leads quickly, thoughtfully, and, ultimately, successfully.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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