Creating a Handoff Router for Instant Scheduler

Modified on Wed, 28 Feb 2024 at 03:50 PM

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

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

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

Streamlining Prospect Transfers with Instant Scheduler

The Handoff Router is a powerful tool within Leadmonk that enables seamless prospect transfers between assignees using Instant Scheduler. It works by intelligently routing prospects to the most appropriate team members based on pre-defined criteria, ensuring timely and efficient customer interactions.

Key Features

  • Flexible Queue Configuration: Customize your routing setup by choosing to use the same queues as your handoff routers or create entirely separate queues tailored for handoff purposes. This adaptability empowers you to align the Handoff Router with your specific workflows and team structures.
  • Seamless Integration with Instant Scheduler: Meeting queues assigned to a handoff router become readily available within Instant Scheduler, providing a streamlined experience for scheduling and routing prospects.
  • Administrative Control: As a Leadmonk administrator, you have full control over handoff queue configuration and management, ensuring alignment with your team's needs and business objectives.

Benefits of Using the Handoff Router

  • Enhanced Efficiency: Optimize prospect routing and reduce wait times, leading to a more responsive and satisfying customer experience.
  • Improved Team Collaboration: Facilitate effortless prospect transfers between team members, fostering better communication and collaboration across departments.
  • Increased Productivity: Minimize manual scheduling tasks and empower team members to focus on value-adding interactions with prospects.
  • Enhanced Visibility: Track prospect handoffs and gain valuable insights into team performance and routing patterns.

By effectively utilizing the Handoff Router, you can streamline prospect interactions, improve team collaboration, and drive overall efficiency within your Leadmonk workflow.

Pre-requisites for creating an handoff 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. Maintain mapping for the form properties [relevant for handoff queues] to Lead/Contact objects in HubSpot/Salesforce integration page.

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 handoff router.

How to create a handoff router

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

Go to the Routers => Handoff router page.

Click the + Create new button.

This will open the Create handoff router dialog box.

"Router Info" Tab

In the "Router info" tab, 

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

Instant Scheduler

Once the handoff router is created, make use of Instant Scheduler to book meetings for AEs or lead/contact owner from anywhere, with just a few clicks. No more back-and-forth emails or scheduling conflicts. You can also handoff leads to any other sales rep using Instant Scheduler. Check this help page to know more.

How to view a handoff router

To view an handoff router, you will need to:

  • Go to the Routers => Handoff router page.
  • Click the name of the handoff router that you want to view.
  • This will open the handoff router details page.

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

How to edit a handoff router

To edit an handoff router, you will need to:

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

How to delete a handoff router

To delete an handoff router, you will need to:

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

Other helpful pages

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