If you’re juggling a community, a Discord, or a bunch of Slack channels and thinking, “How the hell do I keep track of potential customers?”—this is for you. You want to pull leads from your community, qualify them without spreadsheets, and make sure your team actually follows up. The good news: Commonroom can help. The bad news: It’s not magic, and you’ll still need to do some thinking about what makes a good lead for your business.
Let’s walk through how to set up automated workflows in Commonroom to catch, sort, and route leads—minus the fluff.
Before You Start: Know What You Want
Don’t just dive in and flip switches. Take five minutes and sketch out:
- What is a lead for you? (Job title, company, activity, whatever)
- Where do leads show up? (Discord, Slack, GitHub, Twitter, etc.)
- Who needs to get notified—and how? (Email, CRM, Slack channel?)
- What happens next? (Follow-up, nurture, ignore, etc.)
If you can’t answer these, your workflow will just dump noise on your team.
Step 1: Hook Up Your Community Sources
First, you’ve got to connect the places where your leads hang out. Commonroom supports a bunch of sources: Slack, Discord, GitHub, LinkedIn, Twitter, and more.
- Go to “Sources” in Commonroom.
- Click “Connect” for each platform you want to monitor.
- Authenticate as needed—this usually means logging in and granting permissions.
- Wait for Commonroom to ingest your historical data (this can take a while, especially for big communities).
Pro tip:
Start with your most active channel. Connecting everything at once sounds tempting, but it can get messy fast.
Step 2: Define What Counts as a Lead
Here’s where you’ll have to do a little thinking. Commonroom can filter by all sorts of things: keywords, activity level, profile info, and more. But if you set your definition too broad, you’ll get swamped. Too narrow, and you’ll miss people.
- Use “Segments” to group potential leads.
For example: “Job titles contain ‘Head of DevRel’ OR ‘VP’,” or “Activity level is high in the past 30 days.” -
Don’t overcomplicate it.
Start with a simple filter—like anyone who posts more than twice and mentions “trial” or “pricing.” -
Go to “Segments.”
- Click “Create Segment.”
- Add your rules: message keywords, title, location, email domain, etc.
- Save the segment as something obvious, like “Potential Leads.”
What to ignore:
Don’t bother with every vanity metric (like “joined in the last week” or “emoji count”). Stick to actual buying signals.
Step 3: Set Up an Automated Workflow
Now the real automation starts. Commonroom’s workflows can do things like tag users, send messages, or push leads to your CRM or a Slack channel.
- Go to “Workflows.”
- Click “Create Workflow.”
- Choose your trigger—usually “Person enters segment.”
- Choose your action:
- Send a Slack/Email notification to sales or yourself
- Tag the user for tracking
- Send to CRM (if you’ve connected Salesforce, HubSpot, etc.)
- Post a message in a private channel
Example:
If someone joins your “Potential Leads” segment, Commonroom can send your sales Slack channel a message like:
“Heads up: Jane Doe just mentioned ‘looking for pricing’ in Discord.”
Pro tip:
Start with notifications before pushing data into your CRM. You’ll want to spot-check leads for a bit before you fill up Salesforce with junk.
Step 4: Route Leads to the Right Place
Automated workflows sound great—until everyone gets pinged for everything. Be smart about where info goes.
- Dedicated Slack channel:
Set up a #community-leads channel. Only notify when a user passes your filters. - Assign owners:
If you have a team, rotate who checks the leads each week. - CRM integration:
If you’re confident in your filters, set up the workflow to create a new lead or task in Salesforce/HubSpot.
Caution:
Don’t auto-create leads in your CRM until you’ve tested your filters for a few weeks. Sales teams hate cleaning up bad data.
Step 5: Track and Qualify—Don’t Just Dump
Automation can get leads in front of you. It can’t tell you if they’re actually worth your time.
- Use tags:
Commonroom lets you tag users as “Qualified,” “Follow up,” or “Ignore.” Do this manually at first. - Add notes:
Record why you think someone’s a good lead. This helps the next person who picks up the thread. - Feedback loop:
Every week or so, look at the leads you got. Are they any good? Tweak your filters accordingly.
What works:
- Simple rules that are easy to adjust.
- Regular review (don’t set and forget).
What doesn’t:
- Overly complex workflows.
- Assuming automation replaces actual qualification.
Step 6: Layer On (Carefully) With Advanced Automations
Once you’ve got the basics down and trust your filters, you can get fancier.
- Auto-tag based on behavior:
“If user attends a live event AND posts about ‘enterprise’—flag as high-priority.” - Automated nurture:
Trigger a DM with a resource or invite to a webinar (be careful—no one likes spam). - Custom integrations:
Use Zapier or webhooks to send lead info to other tools.
Skip this for now if:
You’re still getting a lot of false positives, or your team is overwhelmed. Start small.
Step 7: Monitor, Tweak, and Don’t Overthink It
Set a reminder to check your workflow’s results every week or two. Are you getting too many junk leads? Missing obvious prospects? Adjust your segment rules.
- Start simple, iterate fast.
- Ask your sales or community team if the leads are useful.
- Don’t be afraid to pause or kill a workflow if it’s just noise.
Real Talk: What to Watch Out For
The good:
- Commonroom’s segmentation is powerful—if you put in the work upfront.
- You can automate a lot of grunt work and get actual signals from the noise.
The bad:
- “Automated” does not mean “set it and forget it.” You’ll need to keep tuning.
- Garbage in, garbage out: weak filters = useless leads.
The ugly:
- If you get too clever, you’ll end up with spaghetti workflows no one wants to maintain.
- Don’t turn on every integration just because you can.
Wrapping Up: Keep It Simple, Keep It Useful
Automated lead workflows in Commonroom can save you hours and help you spot real opportunities buried in your community. But don’t believe anyone who says you can “automate lead generation” without thinking. Start with one channel, one clear definition of a lead, and one workflow. See what works, tweak it, and then get fancy.
Remember: The best workflow is the one your team actually uses. Keep it practical, keep it human, and revisit your setup often. Good luck!