Tired of leads sitting in your inbox while your competitors close the deal? If you’re running a sales team and want to stop missing out because of slow follow-up, you’re in the right place. This guide is for anyone who wants to set up automated lead routing in Trycaddie without the usual headaches—whether you’re a sales manager, ops person, or just the only one who knows the CRM password.
Let’s get your leads to the right people, fast.
Why Automate Lead Routing? (And Why Most People Screw It Up)
Before we jump into the how-to, quick reality check: most teams think they’re already “routing” leads, but really, they’re just dumping everything into a shared inbox or spreadsheet. That’s a recipe for missed opportunities, slow responses, and annoyed reps.
Automating lead routing in Trycaddie means: - The right salesperson gets the right leads instantly. - No more cherry-picking or “I didn’t see that” excuses. - You can actually measure what’s working.
But don’t overcomplicate it. The point isn’t to build a Rube Goldberg machine—just to get leads into the right hands, every time, as fast as possible.
Step 1: Map Out Your Ideal Lead Flow (Don’t Skip This)
It’s tempting to dive in and start clicking around in Trycaddie, but you’ll save yourself time (and swearing) if you sketch out a simple lead flow first.
Ask yourself: - Where do your leads come from? (Forms, email, chat, webinars, etc.) - Who should get which leads? (By territory, product, company size, round-robin, etc.) - What counts as a “hot” lead vs. everyone else? - Who’s your backup if someone’s out or overloaded?
Pro tip: Write this out on paper or a whiteboard. Don’t just keep it in your head. The clearer you are up front, the easier the setup will be—and the less time you’ll spend debugging later.
Step 2: Get Your Lead Sources Plugged Into Trycaddie
Trycaddie can ingest leads from a bunch of sources, but you need to connect them first.
Common lead sources: - Web forms (contact us, demo requests) - Marketing automation tools (like HubSpot, Mailchimp, etc.) - Manual CSV imports (if you’re old-school) - Third-party lead providers
How to connect them: - For web forms: Use Trycaddie’s form integrations or Zapier connector. Make sure every field you care about (name, email, company, etc.) is mapping correctly. - For marketing tools: Most have direct integrations—check Trycaddie’s integration list. If not, Zapier or Make.com can bridge the gap. - For CSVs: Import via Trycaddie’s “Import” feature. Yes, it’s boring, but it works.
What to ignore: Don’t waste time trying to automate super-low-quality sources. Focus on the ones that actually turn into business.
Step 3: Set Up Lead Assignment Rules in Trycaddie
This is where the magic (and the headaches) happen. In Trycaddie, lead routing is handled by assignment rules. You can set these up by territory, product, lead score, or anything else you’ve mapped out.
How to do it: 1. Go to your Trycaddie dashboard and open “Lead Routing” or “Assignment Rules.” 2. Create your first rule. Example: “All leads from the US go to Sarah.” 3. Add filters: Geography, company size, product interest, etc. 4. Set the assignment logic: - Round-robin: Rotates leads evenly among reps. - Weighted: Assigns more to senior reps or based on capacity. - Specific owner: For key accounts or high-value leads. 5. Add fallback rules for when someone’s out of office or overloaded.
Pro tip: Start simple. Don’t try to build a 20-rule system on day one. Get a basic version working, then iterate.
What to watch for: - Make sure your data is clean (no “USA” vs. “United States” mismatches). - Double-check that every lead actually gets assigned—no dead ends. - Test it with dummy leads before going live.
Step 4: Set Up Notifications (So Reps Actually Respond)
Routing a lead is pointless if nobody knows about it. Trycaddie lets you trigger notifications by email, SMS, or inside your CRM.
Best practices: - Email is fine, but consider SMS or Slack for hot leads. - Make the notification actionable: “You have a new lead: John Doe from Acme Corp.” - Set up reminders for leads not touched within X minutes/hours.
What not to do: Don’t spam your reps with every minor lead. Focus on the ones that matter, or they’ll just tune it all out.
Step 5: Build a Simple SLA (And Actually Enforce It)
All the automation in the world doesn’t matter if nobody follows up. The best sales teams have a clear SLA—a service-level agreement—for lead response. Example: “All inbound demo requests get a response within 15 minutes.”
How to enforce it in Trycaddie: - Use automated reminders for untouched leads. - Escalate to a manager if no action after X time. - Track response times and share them with the team (public shaming works better than you think).
Honest take: If your team ignores the SLA, no automation will save you. Make it part of your weekly sales meeting or pipeline review.
Step 6: Monitor, Tweak, and Don’t Get Fancy
Once you’re live, watch what actually happens. Are leads sitting untouched? Are reps getting overloaded? Is someone getting all the good ones?
What to check regularly: - Lead response times (not just assignment) - Lead distribution (is it fair?) - Are any leads falling through the cracks? - Do reps actually like the system, or are they gaming it?
What to ignore: Metrics that don’t drive revenue. Don’t obsess over click rates or logging every minor action. Focus on speed to first response and conversion rates.
Pro Tips and Common Pitfalls
- Keep backup owners for every rule. People get sick. Don’t let leads die in a black hole.
- Don’t assign by gut feeling. Use data—territory, product, round-robin, whatever matters to your business.
- Don’t over-automate. If you need a spreadsheet to explain your routing logic, you’ve gone too far.
- Document your rules. If you leave, someone else should be able to figure it out.
- Review quarterly. Your team, products, and territories will change—so should your rules.
Wrapping Up: Keep It Simple and Iterate
Automating lead routing in Trycaddie isn’t rocket science, but it’s easy to overthink. Start with your most important lead sources, set up a basic routing system, and actually watch how it works day-to-day. Tweak as you go. Don’t let perfect get in the way of “good enough, and working.”
The faster your leads hit the right inbox, the faster you’ll win deals. Just don’t try to automate away common sense. If something feels off, ask your reps—and adjust. Simple is sustainable.