If you’re drowning in leads but only a handful are worth your time, you need a system. Automated lead scoring isn’t magic, but it does help you stop chasing dead ends. This guide is for marketers, sales folks, or anyone who wants to use Getrafiki to sort the wheat from the chaff—without falling for buzzwords or overcomplicating things.
Let’s get to it: here’s how to set up automated lead scoring workflows in Getrafiki so you can focus on leads that actually matter.
Why bother with automated lead scoring?
Here’s the honest truth: not every lead is worth a call. Lead scoring helps you sort the ones who might buy from the ones just poking around. Automated workflows mean you don’t have to babysit every contact or manually update spreadsheets.
But don’t expect miracles. Automated scoring is only as good as the rules you set, and it won’t fix a broken sales process. Still, it’s a solid way to prioritize your time.
Step 1: Get your criteria straight
Before you touch a button in Getrafiki, figure out what actually makes a lead “hot” for your business. This isn’t just “visited the site” or “filled out a form.” Dig deeper:
- Demographics: Job title, company size, industry, location.
- Behavior: Opened emails, visited key pages, requested a demo.
- Engagement: Attended webinars, replied to outreach, downloaded resources.
Pro tip: Don’t overthink it. Start with 3–5 signals that actually matter for your sales team. You can always add more later.
Step 2: Map out your scoring model
Now, turn your criteria into a simple scoring model. Assign points to each action or attribute. For example:
- +10: Requested a demo
- +5: Opened 3+ emails
- +3: Works at a company with 100+ employees
- -5: Used a free email (like Gmail or Yahoo)
- -10: Outside your target region
Keep it simple. If you’re unsure how many points to assign, just make your best guess. The perfect system doesn’t exist—what matters is that it sorts “likely to buy” from “not likely.”
Step 3: Set up fields and tags in Getrafiki
Before automating anything, make sure Getrafiki can track the data you need. Most CRMs, including Getrafiki, let you customize fields and tags.
- Custom fields: Add fields for things like company size, industry, and region.
- Tags: Use tags for behaviors (“Demo Requested”, “Webinar Attendee”, etc.).
- Activity tracking: Double-check that Getrafiki is tracking email opens, page visits, and downloads.
Not all data comes in automatically. Sometimes you’ll have to import or manually edit fields, especially for things like job title or company size.
Step 4: Build your lead scoring workflow
This is where you set up the automation. In Getrafiki, you’ll be using their workflow builder. Here’s the typical flow:
- Create a new workflow: Name it “Lead Scoring” or something you’ll recognize.
- Set triggers: Choose what starts the workflow—usually when a new lead is added or updated.
- Add conditions and actions: For each scoring rule, add a condition (“If contact opened 3 emails…”) and an action (“Add 5 points to lead score”).
- Update lead score field: Make sure each action updates a numerical “Lead Score” field on the contact record.
- Apply tags or status: When a lead crosses a certain score threshold, tag them as “Hot Lead” or move them to a new stage.
Example:
If a contact requests a demo, that’s a big deal. In your workflow:
- Condition: “Demo Requested” tag added
- Action: Add 10 points to Lead Score
Don’t get fancy yet: Stick to your basic model for now. You can always add more branches or conditions once you see how it works.
Step 5: Test with real leads
Don’t trust that everything works just because you set it up. Run a few test leads through the workflow:
- Add a test contact and trigger actions (open emails, visit pages, add tags).
- Check that the lead score updates as expected.
- Make sure tags and statuses are applied when they’re supposed to be.
Pro tip: Use your own email to test. Break things on purpose to see where your workflow fails.
Step 6: Set up notifications (but don’t spam yourself)
Once your workflow’s scoring leads, you probably want to know when someone crosses the “hot lead” threshold.
- Email or Slack notifications: Set up alerts for yourself or your team when a lead gets a high score.
- Assign to sales: Automatically assign hot leads to a rep or move them into a CRM pipeline.
Word of caution: Resist the urge to notify everyone about every little thing. Only set alerts for genuinely important events, or you’ll start ignoring them.
Step 7: Review and tweak regularly
Lead scoring is not “set and forget.” After a few weeks, check:
- Are your “hot leads” actually converting?
- Are you missing good leads, or flagging too many duds?
- Do you need to adjust point values or add new signals?
Tweak your model. Remove unnecessary steps. If something feels useless, it probably is.
Don’t chase perfection: Good enough is good enough. You can always iterate.
What to skip (for now)
A few things you might be tempted to do, but probably shouldn’t—at least until you’ve got the basics working:
- Overly complex models: More rules don’t mean better results. Start simple.
- Buying lead scoring “add-ons”: Getrafiki’s built-in tools are fine for most needs. Don’t rush to pay for fancy AI scoring until you’ve maxed out the basics.
- Scoring everything: Not every behavior matters. Focus on what actually predicts buying intent.
- Automating outreach too soon: Just because someone’s “hot” on paper doesn’t mean they want to be spammed. Use your lead score to prioritize, not automate generic emails.
Quick troubleshooting
- Scores aren’t updating? Double-check your workflow triggers and make sure the right fields/tags are being monitored.
- Leads missing data? Sometimes integrations don’t pass every field. You might need to fill in key info manually or import it.
- Too many false positives? Lower the points for easy actions (like email opens) and raise them for high-intent actions (like demo requests).
- Team not using the scores? Ask them why. If the scores aren’t trusted, revisit your criteria.
Keep it simple, tweak as you go
Automated lead scoring in Getrafiki is about working smarter, not building a Rube Goldberg machine. Start simple. Use real-world signals. Check your results every month or so and make small changes.
Lead scoring is a tool, not a crystal ball. If you keep it grounded in what actually works for your business, you’ll spend less time chasing dead ends—and more time closing real deals.