Orivian Toolkit — orivian.ai/toolkit
Lead Response Workflow Template
A practical template for mapping how new inquiries are captured, acknowledged, routed, updated in your CRM, and followed up.
Lead Response Workflow Template
A practical template for mapping how new inquiries are captured, acknowledged, routed, updated in your CRM, and followed up.
Best for
Service businesses, agencies, consultants, contractors, and local operators that cannot afford slow or inconsistent lead follow-up.
Use your browser's print dialog to save this toolkit item as a PDF.
Lead source and capture
Start by defining where leads come from and what information you need at the first touch.
Question 1
Where do new leads come from today?
Question 2
Which forms, inboxes, phone numbers, ads, or referral sources create new inquiries?
Question 3
What fields do you need to capture immediately?
Question 4
Which fields are required versus optional?
Question 5
Where should the lead record live after capture?
Instant acknowledgment
Define the message a lead should receive immediately after submitting an inquiry.
Question 1
Should the first acknowledgment be email, SMS, or both?
Question 2
What should the lead know immediately after reaching out?
Question 3
Should the message include expected response time?
Question 4
Should the message include a booking link?
Question 5
Should the message vary by service, source, urgency, or location?
Internal routing
Map who needs to know about the lead and what should happen internally.
- ✓Notify the correct owner or sales rep.
- ✓Create or update the CRM contact.
- ✓Create or update the deal or lead record.
- ✓Tag the lead by source, service, location, or urgency.
- ✓Create a follow-up task if no one responds.
- ✓Escalate high-value or urgent leads.
Follow-up sequence
Define what should happen if the lead does not book, reply, or receive a human follow-up.
Question 1
How soon should the first follow-up happen?
Question 2
How many follow-up attempts are appropriate?
Question 3
When should follow-up stop?
Question 4
Should the lead receive a booking link again?
Question 5
When should the owner or team be alerted that the lead is going cold?
Results
What good looks like
- Every new lead receives an immediate acknowledgment.
- The right person is notified without depending on inbox checking.
- The CRM is updated without duplicate manual entry.
- High-value or urgent leads are easy to identify.
- Follow-up continues until the lead responds, books, or clearly goes cold.
Related Orivian pages
Next step
Want help turning this into a working system?
Orivian can help prioritize the right workflow, dashboard, AI use case, or internal tool and turn it into a practical first version.