What is Inbound Router? How to create an Inbound Router?

Modified on Fri, 12 Apr 2024 at 03:09 PM


Note: This feature is available only to users on the 'Advanced' subscription plan. 

Pre-requisite: You must have created an organization in Leadmonk to make use of Inbound Router features.

Note: Router configuration can be done only by users with admin/owner role

What is Inbound Router and how does it work?

Inbound router convert leads into meetings by qualifying, routing, and scheduling in real-time. An inbound router helps you manage incoming leads and inquiries from your website or other online channels. It does this by routing leads to the appropriate team members or departments, based on the information that is submitted in the lead form.

The inbound router is created by specifying the form and meeting queues. The form is the web form that you use to collect information from your leads. The meeting queues are the groups of team members or departments that you want to route leads to.

You can embed the inbound router onto your website or call it using a URL. When a lead visits the embedded form or calls the URL, they will be prompted to fill out the form. Once they submit the form, their information will be qualified and routed using the meeting queues.

The meeting template and qualifying rules are specified in the meeting queues. The meeting template is the meeting that is shown to the lead when they are routed to a meeting queue. The qualifying rules are the conditions that must be met in order for a lead to be routed to a meeting queue.

For example, you could create a meeting queue for leads who are interested in a product demo. The meeting template for this queue could be a Zoom meeting with a product specialist. The qualifying rules for this queue could be that the lead must have filled out the form and must have indicated that they are interested in a product demo.

If a lead is qualified, they will be routed to the meeting queue that you have specified. If a lead is not qualified, they will be shown a thank you message.

The qualification and routing of inbound leads and scheduling meetings with them happens in real time. This means that the lead is routed to the appropriate meeting queue as soon as they submit the form.

The inbound router is a powerful tool that can help you manage your inbound leads and improve your sales efficiency. By using an inbound router, you can ensure that your leads are routed to the right people and that they are scheduled for meetings as soon as possible.

Below diagram shows the relationship between inbound router and other objects.

Pre-requisistes for creating an inbound router

1. Create form properties: Form properties are the fields that are used to collect information from leads or customers. You can create custom form properties to collect the information that is most important to you. Review the default form properties and create new properties as needed. Check this page to know more.

2. Create a formA form is a collection of form properties. You can use a form to collect information from leads or customers. Use the form properties to create a form to collect information from your leads or customers. Check this page to know more.

3. Create meeting template(s): A meeting template is a pre-configured set of meeting settings. You can use meeting templates to quickly and easily schedule meetings. Create meeting templates based on your meeting requirements. Check this page to know more.

4. Create a team: Leadmonk provides a feature to create teams to manage team appointments. Check this help page to know more.

5. Create meeting queue(s): A meeting queue is a group of potential assignees based on specific rules you set up. When a meeting is booked, it is assigned to the next available assignee in the queue. This allows you to automatically distribute meetings to your team members, saving you the time of manually assigning them. Create meeting queues based on your sales organization structure or the way you want to assign different meetings to different team members. Specify qualifying rules for each of the meeting queues. Check this page to know more.

6. Once the prerequisites are complete, proceed with creating an inbound router.

How to create an inbound router

To create an inbound router in Leadmonk, you will need to:

Go to the Routers page.

Click the + Create new button.

This will open the Create inbound router dialog box.

"Router Info" Tab

In the "Router info" tab, 

  • Enter a name for your inbound router.
  • Select the form that you want to use for the inbound router.
  • Specify the queues that you want to use for the inbound router. You can specify the order of the queues as well here. Queues are processed in the sequence they are placed in the inbound router. Once a queue is processed successfully, further queues processing of inbound lead stops.
  • Click the Create button to create a new inbound router.

"Actions" tab

In the "Actions" tab, you can specify what should happen when none of the queues are hit, select an option from the when none of the queues are hit drop-down list.

  • Show thank you message: This option displays a popup message to the inbound lead. You can customize the message text to be shown.
  • Redirect to a page: This option redirects inbound lead to an external webpage.


You can also specify to whom email notifications have to be sent whenever a form submission happens. This email notification will have form submission details (email with customer answers for each of the form field).

You can also specify what actions to be taken when meeting is not booked within specified timeframe by a qualified invitee/customer. 

Available actions are:

  • Add contact in CRM.
  • Assign ownership in CRM to assignee.
  • Send email on the same to assignee.

"Embed" Tab

In the "Embed" tab, you will get a embed code to embed the inbound router in your website. Copy the embed code, once the inbound router is created.

How to view an inbound router

To view an inbound router, you will need to:

  • Go to the Routers page.
  • Click the name of the inbound router that you want to view.
  • This will open the Inbound router details page.

This page shows the details of the inbound router, including the name, form, queues, and what happens when none of the queues are hit.

How to edit an inbound router

To edit an inbound router, you will need to:

  • Go to the Routers page.
  • There look for the inbound router that you want to edit.
  • Click the Edit icon shown on that inbound router.
  • This will open the Edit inbound router dialog box.
  • Make the desired changes to the inbound router.
  • Click the Save button.

How to delete an inbound router

To delete an inbound router, you will need to:

  • Go to the Routers page.
  • There look for the inbound router that you want to delete.
  • Click the Delete icon shown on that inbound router.
  • A confirmation dialog will appear. Click the Yes button to delete the inbound router.
  • This deletion activity can not be reversed.

How to Prepopulate Inbound Router Form with Invitee Information

Its possible to prepopulate the inbound router form with invitee information using URL parameters. This means that when you send your Leadmonk inbound router link to an invitee or when the inbound router form is displayed to the invitee, you can have Leadmonk automatically display information that's specific to your invitee on your inbound router page such as their name, email address, mobile number etc.

To prepopulate the inbound router form with invitee information, follow these steps:

  • Copy the inbound router URL.
  • Add URL parameters (parameter id same as form property ID) to the end of the booking page URL to prepopulate the form fields. 
  • Send the inbound router URL with the added URL parameters to your invitee.
  • Or you can add this inbound URL with pre-populated prospect info to your campaign emails.

Note: Make sure to use the correct parameter IDs and format the URL parameters correctly. The prepopulated information will be visible to the invitee on the router form page.

A complete URL string with parameters looks like this:

e.g.: https://melrose1.neocal.io/in/TM1mdR8woo1N6HCXxuIQ?firstname=naveen&lastname=sg&email=coolsgn@gmail.com&phone=%2B191234567890

Here is a short video of how meetings can be booked directly from the HubSpot form.

Other helpful pages

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