If you’re a sales manager or rep tired of chasing dead-end leads, this guide’s for you. Automated lead scoring isn’t a magic bullet, but done right, it helps you focus on leads that might actually close. In this article, I’ll walk you step-by-step through setting up automated lead scoring in Heypoplar, cut through the fluff, and point out what actually matters.
Why bother with automated lead scoring?
Look, not every lead deserves your attention. Some are just tire-kickers. Automated lead scoring helps you sort the wheat from the chaff—faster. It’s about using data to decide who gets a call now, who gets nurtured, and who gets ignored. Good lead scoring:
- Saves reps from wasting time.
- Surfaces leads who are more likely to buy.
- Makes your sales process less about gut feeling and more about facts.
If you’re hoping for a system that magically predicts every sale, lower your expectations now. But if you want something that cuts down on guesswork, keep reading.
Step 1: Get clear on your “best” leads (don’t skip this)
Before you touch a single setting in Heypoplar, you need to define what a “good” lead actually looks like for your sales team. Most teams rush this step, then wonder why their scoring doesn’t work. Be honest about what really matters in your deals.
Ask yourself: - What do our best customers have in common? (Industry, company size, role, etc.) - Which actions actually move the needle? (Opened emails? Booked demos? Spent time on pricing page?)
Pro tip: Don’t overthink it. If you’re not sure, start simple—pick 3-5 traits or behaviors that seem to matter most. You can always tweak later.
Step 2: Map your lead data in Heypoplar
Automated lead scoring only works if Heypoplar can “see” the data you care about. That means making sure all the relevant info is actually in your system.
Check these basics: - Are your forms collecting the right info? (e.g., job title, company size) - Is your marketing automation (if any) syncing engagement data? - Are reps logging key activities (calls, meetings, notes)?
If you’re missing vital data, fix that first. No amount of fancy automation will help if your data’s a mess.
Step 3: Open up Heypoplar’s lead scoring settings
Now for the hands-on part. In Heypoplar, lead scoring lives in the Automation or Scoring section (the name might vary based on your plan). You’ll be able to create scoring rules based on almost any field or event tracked in the system.
To get there: 1. Log in with admin rights. 2. Go to Settings > Automation > Lead Scoring (or similar—Heypoplar likes to shuffle menus now and then). 3. Click “Create new scoring rule” or “Add criteria.”
If you can’t find the feature, check your plan. Some of Heypoplar’s automation features are only in higher tiers.
Step 4: Build your scoring rules (with real-world logic)
Here’s where most people go wrong—they try to score everything, or they copy some “best practice” off a blog. Be picky. Only score what’s proven to matter in your sales process.
Common ways to score leads: - Profile data: Industry, company size, job title, location. - Behavior: Email opens, link clicks, website visits, demo requests, downloads. - Engagement with sales: Replied to an email, scheduled a call, attended a webinar.
Sample approach: - +10 points if company size is 100+ employees - +15 points if job title includes “VP” or “Director” - +20 points for submitting a demo request - +5 points for opening 3+ marketing emails - -10 points if company is in a “bad fit” industry
Tips: - Keep it simple. Three to seven rules is plenty to start. - Weight things that actually move deals forward. - Negative points are your friend (for tire-kickers or bad fits).
Don’t: Score things just because you can. If “downloads whitepaper” rarely leads to deals, don’t bother giving it points.
Step 5: Set up thresholds and actions
Once you’ve got your scoring in place, decide what happens when a lead hits a certain score. This is where automation saves you time.
In Heypoplar, you can usually: - Assign hot leads to a specific rep or team. - Trigger a notification or task. - Change the lead’s status (e.g., “Qualified”). - Enroll the lead in a special nurture sequence.
Example workflow: - If score >40, assign to SDR and set status to “Sales Qualified Lead (SQL)”. - If score <20, put into long-term nurture.
Pro tip: Don’t go overboard with automation. It’s tempting to trigger a dozen things per score change, but start with the basics. Make sure reps know why a lead was flagged.
Step 6: Test your scoring (don’t trust it blindly)
Here’s the truth: your first stab at lead scoring won’t be perfect. The only way to know if it works is to test it. Don’t just “set and forget.”
How to check your scoring: - Look at the leads getting the highest scores—do they actually look promising? - Ask reps if the flagged leads are any good. - Watch for obvious misses. If junk leads are scoring high, adjust your rules.
Heypoplar has some reporting tools, but you might need to export a list and look for patterns manually. That’s normal.
What to ignore: Don’t obsess over minor tweaks or chase “perfect” accuracy. If your scoring helps you avoid 50% of the junk, that’s already a big win.
Step 7: Rinse, repeat, and improve
Lead scoring isn’t “set it and forget it.” Every quarter or so, review your scoring rules:
- Are your sales cycles getting shorter?
- Are more good leads being flagged?
- Are reps ignoring the scores (a bad sign)?
If things aren’t improving, ask reps what’s off. Maybe you’re missing a key signal, or weighting something too heavily. Iterate.
What works, what doesn’t, and what to skip
What actually works: - Scoring based on real buying signals (not vanity metrics). - Keeping the system simple and transparent. - Getting feedback from your sales team.
What doesn’t: - Overcomplicating with 20+ rules. - Relying only on marketing engagement (especially if you have long sales cycles). - Trusting the score over your own judgment.
Skip the hype: - AI-powered lead scoring is mostly marketing fluff for small/medium teams. Manual rules, updated regularly, get you 90% of the way. - Fancy integrations aren’t worth it if your basic data isn’t clean.
Final thoughts: Start simple, iterate often
Automated lead scoring in Heypoplar isn’t about finding a silver bullet—it’s about making your sales team’s life a bit easier. Start with a few rules, see what works, and tweak as you go. Don’t chase perfection or overthink it. The goal is less guesswork and fewer wasted calls, not a crystal ball.
Most importantly: trust your team’s feedback more than the software’s promises. And if you’re unsure, keep it simple. You’ll thank yourself later.