Lead Qualification Funnel

The Lead Qualification Funnel is Convocore’s built-in SDR layer. While a visitor talks to your agent (web chat, WhatsApp, voice, and other channels), the system:

1. Scores the conversation against qualification steps you define (always totaling 100 points).
2. Extracts facts mentioned in the chat (budget, timeline, name, phone, and so on).
3. Sends one branded email when a conditional email alert matches — not a workspace-wide blast.
4. Writes chat tags so you can filter the conversation in the dashboard.
5. Optionally splits those tagged chats across teammates by percent (50/50, 70/30) with no extra AI.

It is not an outbound email drip / marketing sequence. It does not send follow-ups to the lead. It emails your team when a conversation becomes a qualified lead.

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Who this is for

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End-to-end picture

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Where to find it

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Qualification steps (the score)

Steps are the checklist the evaluator uses. Each enabled step has:

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Example: B2B demo booking (100 points)

Score 70 on this funnel usually means “talked business + some buying signal.” Score 90+ usually means “ready to close / book.”

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Writing conditions that actually fire

Bad: User is interested.
Good: The visitor named a monthly budget in money (USD, EUR, EGP, SAR) or compared Convocore to a competitor they currently pay. Bad: Has contact info.
Good: The visitor typed an email address, a mobile number (7+ digits), or a WhatsApp number in the chat — not the agent offering a form. The evaluator looks at roughly the last 20 messages. Put the important facts in the conversation; don’t hide them only in a tool result the model never said out loud.

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AI Assist

Click AI next to Enable scoring.

• Empty steps → generates 5–10 steps from the system prompt (+ optional notes).
• Existing steps → Refine mode (e.g. “weight budget higher”, “add decision-maker”).

Always review names, conditions, and the 100-point total before you keep the result.

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How scoring is applied

• Chat / WhatsApp / social: after each AI reply (user-only messages do not evaluate).
• Voice / phone: once when the call ends.
• Matched steps accumulate. A later turn can add points; it does not normally “un-match” a step that already scored.
• Extracted fields (name, email, phone, custom keys) are stored on the conversation as funnel data and can appear in the email.

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Conditional email alerts (the “email funnel”)

This is the part people mean by email funnel: not a drip to the customer, but rules that email your team. Each rule is independent:

• Its own name
• Its own trigger (score threshold or required steps)
• Its own recipients (only those people get this email)
• Its own chat tag
• Optional “Phone or email is enough” (on by default)

Click Rule to add more. Rules are not a workspace blast. Omar’s rule never emails Abdelrahman unless you put Abdelrahman on that rule (or on a tag-routing share).

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Trigger types (dashboard)

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Recipients

• Search workspace member emails or type a custom address.
• Empty recipients and no tag-routing share with emails → that rule cannot send (builder warns).
• If you add several addresses on one rule, they receive the same copy (To / CC split is handled internally).

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Chat tag

When the rule fires, the conversation is tagged.

• Leave blank → tag is a slug of the rule name (Omar Alert → omar_alert).
• Or set an explicit tag: egypt_rest, hot_lead, omar_alert.
• Tags are lowercase a-z, 0-9, underscores.

Use tags in the Conversations tab filter so each closer only sees “their” chats.

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Phone or email is enough

Default on. Meaning:

• Any one reachable channel qualifies as contact: userEmail, userPhone, WhatsApp number, or the same fields inside captured/extracted variables.
• Never requires email and phone.
• If the score/steps already matched but there is still no way to reach the lead, the email is held and retried on later turns.

Turn it off only if you want alerts on conversation quality even when the visitor never left a number.

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One email per conversation (hard lock)

Once any funnel email succeeds for a convo:

• funnelNotificationSent is set
• The rule id is recorded
• No second funnel email, even if the score later jumps from 70 → 100 or another rule would match

Design rules knowing you get one shot. If you need both “SDR ping” and “AE ping”, use tag routing on that one email, or a different product (campaigns, CRM webhooks) — not a second funnel send.

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Tag routing (percent splits)

Tag routing is not AI. After a rule has tagged the chat, you can split volume across inboxes. Example used in production-style setups:

1. AI rule tags the chat egypt_rest when it qualifies.
2. Tag routing: tag egypt_rest → 50% Omar (omar_alert) / leftover 50% Abdelrahman (abdelrahman_alert).
3. Emails go to the share’s recipients, not the original rule list (rule recipients are ignored when a matching split exists).
4. The conversation also gets the share tag, so Omar filters omar_alert and never sees Abdelrahman’s half.

The split is stable per conversation (hash of convo / user id). Refreshing the page or a second evaluation does not re-roll to the other person. Leftover percent after listed shares always goes to the last share (the UI labels it rest).

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Worked examples

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Example A — Solo founder, simple ping

Goal: Email me when someone is a real lead and I can call them back.

1. Enable scoring. AI Assist → generate from your prompt. Keep 6–8 steps totaling 100.
2. One rule: If score ≥ 70, recipients = your email, tag hot_lead.
3. Leave Phone or email is enough on.
4. Test in the agent tester: mention budget + drop a phone number. You should get one email with score, matched steps, and a conversation link.

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Example B — Two closers, fair split

Goal: Restaurant leads in Egypt go 50/50 to Omar and Abdelrahman. Omar’s dashboard filter: tag omar_alert. He should never receive Abdelrahman’s emails.

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Example C — Two rules, hottest first

Goal: Score 90+ goes to the founder; everyone else at 60+ goes to SDR.

1. Rule 1 (top): If score ≥ 90, recipients = founder, tag founder_alert.
2. Rule 2: If score ≥ 60, recipients = sdr@, tag sdr_queue.

A 95-point lead matches rule 1, emails the founder, locks. SDR does not also get mail. A 65-point lead skips rule 1, matches rule 2.

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Example D — Steps, not score

Goal: Only email when Budget and Timeline are both matched, even if total score is 40. Rule type If steps completed → select those two steps. Recipients = sales@. Contact toggle on so you can follow up.

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Example E — Agency client, white-label mail

1. Assign the agent to a client org.
2. Complete agency theme, custom domain, email domain.
3. Funnel emails use agency logo, colors, sender, and conversation links on the client domain.

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What the notification email contains

One send per conversation. Opening the link does not send another email.

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Where scores and tags show up

After evaluation, the conversation record holds (among other fields):

• leadScore — 0–100
• funnelStepsMatched — step ids
• funnelExtractedData — facts the model pulled
• funnelSummary — short summary used in the email
• funnelNotificationSent — lock flag
• Conversation tags — rule tag + optional share tag

In the dashboard, use the Conversations tab tag filter (omar_alert, egypt_rest, …) to slice the inbox. Export / API (PATCH agent funnelConfig, leads endpoints) expose the same fields for CRM sync.

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Prompt integration

When the funnel is on, qualification step names and conditions are injected into the agent instructions so the model knows what to gather naturally. Do this in the system prompt:

• Ask one qualifying question at a time.
• Prefer helping over interrogation.
• Collect contact when the visitor is ready (“What’s the best WhatsApp to send the quote?”).

Do not:

• Dump all seven BANT questions in the first message.
• Instruct the model to invent a budget the user never said — the evaluator will still try to score from the transcript.

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Whitelabel branding

Client-assigned agents send funnel mail with agency branding automatically. Workspace-only agents use Convocore defaults. Missing pieces fall back per component (logo vs domain vs From). Setup: What is an Agency → Theme → Custom domain → Email → assign the agent on the client.

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Testing branded mail

Raise the threshold again before going live.

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Best practices

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Troubleshooting

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FAQ