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The Lead Qualification Funnel is an intelligent system that automatically evaluates conversations, assigns lead scores, and triggers notifications when leads reach qualification criteria. This feature helps you identify high-quality leads without manual review of every conversation.

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Who Is This For?

This feature is designed for:

Sales Teams

Qualify inbound leads automatically and get notified when hot prospects engage

Agencies

Manage lead qualification across multiple client agents with whitelabel notifications

Businesses

Automate lead scoring from chat conversations and phone calls

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How It Works

The funnel system operates in three main stages:

Conversation Analysis

The system evaluates the conversation as it progresses, analyzing what information the lead has shared. Evaluation happens after each AI response to keep lead scores current.
User messages alone do not trigger evaluation—the system waits for the AI to respond before analyzing the conversation.

Score Calculation

The AI determines which qualification steps have been completed based on conversation content and assigns points accordingly. Each step contributes to the total lead score (out of 100 points).

Notification Trigger

When a lead reaches your defined qualification criteria (score threshold or specific steps completed), an email notification is automatically sent once to designated recipients.
For web chat channels, evaluation runs after each AI message. For voice channels (phone calls), evaluation runs once at the end of the call.

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Enabling the Funnel

To enable lead qualification for your agent:

Navigate to Agent Settings

Open your agent dashboard and go to the “Prompt” tab where you’ll find the “Lead Scoring & Funnel” section.

Enable the Funnel

Click the toggle switch to enable lead scoring and funnel tracking.

Configure Qualification Steps

Define your qualification criteria either manually or using AI assistance.

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Qualification Steps

Qualification steps define the criteria that indicate lead quality. Each step has:

Step Name

A clear, descriptive name for the qualification criterion (e.g., “Budget Disclosed”, “Timeline Confirmed”).

Description/Condition

Detailed explanation of what this step represents and when it should be marked as complete.

Points

The score value awarded when this step is completed (typically 5-25 points). All steps must total exactly 100 points.
The total points across all enabled steps must equal exactly 100. The system will alert you if the total is incorrect.

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Manual Step Configuration

You can create qualification steps manually:

Click Add Step

Use the “Add Step” button to create a new qualification criterion.

Fill in Details

  • Enter a descriptive name
  • Add a detailed condition description
  • Assign point value (5-25 recommended)

Adjust Points

Ensure all enabled steps total exactly 100 points. Higher points = more important criteria.

Enable/Disable Steps

Use the toggle switch on each step to enable or disable it without deleting.

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AI-Assisted Generation

The AI Assist feature automatically generates optimal qualification steps based on your agent’s system prompt:

Click AI Assist

Click the “AI Assist” button in the funnel configuration section.

Add Optional Instructions

Provide additional context to guide the AI (e.g., “Focus on enterprise clients with $50k+ budgets”).
The AI uses your agent’s system prompt to understand business context and creates relevant qualification steps automatically.

Generate Steps

Click “Generate Steps” and wait for the AI to create 5-10 qualification steps with balanced point distribution.

Review and Apply

The generated steps appear in the qualification steps section. Review them and click “Apply” to confirm or “Discard” to cancel.
You can click “Try Again” to regenerate with different parameters if needed.

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Refining Existing Steps

If you already have qualification steps configured, AI Assist works in refinement mode:
When steps exist, AI Assist will:
  • Analyze your current qualification criteria
  • Adjust based on your refinement instructions
  • Maintain business context from your system prompt
  • Keep the 100-point total constraint
Example refinement requests:
  • “Focus more on budget and timeline”
  • “Add step for decision-making authority”
  • “Reduce importance of contact collection”
  • “Prioritize timeline over contact info”

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Email Notifications

The notification system sends branded email alerts when leads meet qualification criteria.
Notifications are sent once per conversation when the configured conditions are met (either score threshold reached or specific steps completed).

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Notification Configuration

Enable Notifications

Toggle the email notifications switch in the notification rules section.

Set Trigger Conditions

Choose when to send notifications:Score Threshold Send notification once when lead score reaches or exceeds a specific value (e.g., 70 points).Specific Steps Completed Send notification once when all selected qualification steps are completed, regardless of total score.

Add Recipients

Click “Add Recipients” to select who receives notifications:
  • Search workspace members by email
  • Add custom email addresses
  • Remove recipients by clicking the X on email chips
At least one recipient must be selected for notifications to work.

Contact Info Requirement

Toggle whether to require lead contact information (email/phone) before sending notifications. When enabled, notifications are only sent once the lead provides contact details and meets the qualification criteria.

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Notification Email Content

Each notification email includes:

Lead Information

  • Lead name (if collected)
  • Lead score
  • Agent name

Qualification Details

  • Matched qualification steps
  • Points earned per step
  • Extracted data from conversation

Conversation Link

Direct link to view the full conversation in your dashboard.

Branding

  • Agency logo and colors (for client agents)
  • Custom domain (if configured)
  • Default Convocore branding (for regular agents)

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Whitelabel Branding

Email notifications automatically use appropriate branding based on agent configuration. This allows agencies to provide a fully branded experience for their clients.

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How Branding Works

The system automatically determines which branding to use:

Client Agent Branding

When agent is assigned to a client organization:
  • Uses parent agency branding
  • Agency logo and theme colors
  • Custom agency domain
  • Agency email sender address

Regular Agent Branding

When agent belongs to workspace only:
  • Uses default Convocore branding
  • Standard Convocore logo
  • convocore.ai domain
  • Default email sender
This happens automatically. You don’t need to manually configure branding for each agent. Just assign the agent to a client, and it will use your agency branding.

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Prerequisites for Whitelabel

Before funnel notifications will use your branding, complete these agency setup steps:

Agency Account Created

You must have an active agency account. See What is an Agency for setup instructions.

Theme Configured

Configure your brand colors and logo in agency settings. See Theme Configuration.Required settings:
  • Agency logo (displayed in email header)
  • Primary brand color (used for buttons and accents)
  • Company name (appears in email footer)

Custom Domain Setup

Configure your custom domain for branded conversation links. See Custom Domain Setup.
The conversation link in notification emails will use your custom domain instead of convocore.ai.

Email Domain Configured

Set up your custom email domain for branded sender addresses. See Email Configuration.
Emails will come from your domain (e.g., [email protected]) instead of Convocore.
If any agency branding component is missing, the system will fall back to default Convocore branding for that component.

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Assigning Agents to Clients

For an agent to use your agency branding, it must be assigned to a client organization:

Navigate to Clients Tab

Go to your dashboard and click on the “Clients” tab in the main navigation.

Select or Create Client

Choose an existing client organization or create a new one. See Managing Organizations.

Assign Agent to Client

In the client’s settings:
  1. Go to the “Agents” or “Widgets” section
  2. Click “Add Agent” or “Assign Agent”
  3. Select the agent from your workspace
  4. Confirm the assignment
The agent will now use your agency branding for all client-facing features, including funnel notifications.

Verify Assignment

Confirm the agent appears in the client’s agent list with your agency branding visible.

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Email Branding Components

Understanding what appears in whitelabeled funnel notification emails:
Agency Branding:
  • Your agency logo (from theme settings)
  • Company name
  • Brand colors
Default Branding:
  • Convocore logo
  • Standard color scheme
Consistent across all branding:
  • Lead name and score
  • Agent name
  • Qualified steps list with points
  • Extracted conversation data
  • Call-to-action button
The button styling uses your agency primary color when whitelabeled.
Agency Email Domain:Default:

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Testing Whitelabel Notifications

Verify your branding is working correctly:

Enable Funnel on Client Agent

  1. Open the agent assigned to your client
  2. Go to Prompt tab
  3. Enable Lead Scoring & Funnel
  4. Configure qualification steps (or use AI Assist)

Configure Notification Rule

  1. Enable email notifications
  2. Set low score threshold (e.g., 30 points) for testing
  3. Add your email as recipient
  4. Enable the notification rule

Trigger a Test Conversation

  1. Open the agent test interface
  2. Have a conversation that meets qualification criteria
  3. Mention qualifying information (budget, timeline, etc.)
  4. Wait for the evaluation to run

Check Your Email

You should receive a notification email with:
  • Your agency logo in the header
  • Your brand colors
  • Your custom domain in conversation link
  • Your email domain as sender
  • Your business address in footer
Test with a low qualification threshold initially to ensure notifications trigger easily during testing.

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Best Practices

  • Start with 5-7 steps (not too many, not too few)
  • Progress from basic engagement to strong buying signals
  • Assign higher points to more important criteria
  • Make conditions specific and measurable
  • Test with real conversations and adjust
  • 40-60 points: Engaged lead (showed interest)
  • 60-75 points: Qualified lead (met key criteria)
  • 75-90 points: Hot lead (strong buying signals)
  • 90-100 points: Highly qualified (ready to convert)
Set your notification threshold based on your sales process requirements.
  • Add sales team members as recipients
  • Enable “require contact info” to ensure follow-up capability
  • Set appropriate score thresholds to avoid too many or too few notifications
  • Clearly communicate qualification criteria to your team
Guide your AI to naturally gather qualification information:
  • Mention qualification criteria in system prompt
  • Instruct AI to ask relevant questions conversationally
  • Emphasize helping the user over aggressive qualification
  • Test different prompt variations
The AI should prioritize user experience over data collection. Pushy qualification questions can hurt conversion rates.
  • Review lead scores in analytics regularly
  • Adjust point values based on conversion data
  • Refine qualification steps as business needs change
  • A/B test different funnel configurations
  • Gather feedback from sales team on lead quality
Ensure all agency branding elements are configured:
  • Use the same logo across all settings
  • Match colors in theme and email templates
  • Keep business address and support email current
  • Update branding if your company rebrands
Consistent branding builds trust and professionalism with your clients.
Always test funnel notifications before giving access to clients:
  • Send test notifications to your team
  • Verify all branding elements appear correctly
  • Check conversation links work properly
  • Confirm email deliverability
  • Test on mobile and desktop email clients

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How Evaluation Works

The system evaluates conversations automatically:

When Evaluation Happens

Evaluation runs incrementally as the conversation progresses:
  • After each AI response (web chat, WhatsApp, etc.)
  • Once at call end (voice calls)
User messages alone do not trigger evaluation—only AI responses trigger the evaluation process.

What Gets Analyzed

The AI reviews the conversation to:
  • Check which qualification steps are completed
  • Extract relevant information mentioned by the lead
  • Calculate the total lead score based on completed steps

Notification Decision

If your configured conditions are met:
  • Score threshold reached, OR
  • Specific steps completed
  • Email notification sent once to recipients

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System Prompt Integration

When you enable the funnel, your qualification criteria are automatically added to your AI agent’s system prompt. This helps the agent understand what information to naturally gather during conversations. What gets added:
  • List of your qualification steps (names and descriptions)
  • Guidelines to ask questions conversationally and naturally
  • Instructions to prioritize user experience over aggressive qualification
  • Reminder to spread questions naturally throughout the conversation
The AI agent learns to gather qualification information during natural conversation flow without being pushy or interrogative. The focus remains on being helpful while understanding lead quality.

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Troubleshooting

Check the following:
  • Notification rule is enabled
  • At least one recipient is configured
  • Score threshold is met or required steps are completed
  • “Require contact info” setting (if enabled, lead must provide email/phone)
  • Conversation has sufficient information matching your qualification criteria
Confirm:
  • Agent assignment to client organization (for agency branding)
  • Agency settings are complete (theme, logo, domain)
  • Email domain is verified and active
  • No recent agent ownership changes
Common issue: Agent was recently moved. Try:
  1. Remove agent from client
  2. Wait 30 seconds
  3. Reassign agent to client
  4. Test again

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Frequently Asked Questions

Notifications are sent once per conversation when the qualification criteria are met (either score threshold reached or specific steps completed).
Yes. You can add, edit, delete, enable, or disable qualification steps at any time. Changes apply to future conversation evaluations.
The AI is quite accurate, but it analyzes conversations based on the descriptions you provide. Make your step descriptions clear and specific for best results. You can also refine steps using AI Assist to improve accuracy.