Project Overview: Automated Lead Assignment Workflow
Client: Thomas James Tools Used: Google Forms, Zapier, Trello Objective: Streamline lead intake and assignment to improve response time, accountability, and conversion rates.
Project Description
Fortivis LTD needed a smarter way to manage incoming lead inquiries without relying on manual sorting or delayed follow-ups. We designed and implemented a fully automated workflow using Zapier that connects Google Forms submissions directly to Trello task boards, with intelligent routing logic based on lead criteria.
Workflow Breakdown:
- Lead Capture via Google Forms
- A custom form collects inquiries from potential clients.
- Deadline Calculation (Code by Zapier)
- A script automatically calculates a follow-up deadline exactly three business days from submission.
- Conditional Routing (Paths in Zapier)
- Leads are evaluated and routed to either Sales Team A or Sales Team B based on predefined criteria (e.g., region, service interest, urgency).
- Task Creation in Trello
- A Trello card is generated for the assigned team, including lead details and the calculated deadline.
- Scalable & Trackable System
- Every lead is accounted for, deadlines are visible, and team performance can be monitored in real time.
This automation reduced manual workload, improved lead response time, and created a transparent system for managing sales tasks.
THOMAS JOHN
/
2 months ago
★ ★ ★ ★ ★
Before this system, our lead management was a bottleneck. We were losing opportunities simply because we couldn’t respond fast enough or assign leads efficiently. FORTIVIS helped us build a workflow that feels like having an extra team member, one that never sleeps, never forgets, and always delivers. Now, every inquiry is instantly routed to the right sales team with a clear deadline, and our Trello boards stay perfectly organized.
The results? Our average response time dropped by more than half, and our conversion rate jumped significantly. It’s not just automation, it’s acceleration.
Project Overview: Intelligent Member Management & Communication Automation
Client: Kate Julie Tools Used: Google Forms, Circle, Zapier, Slack, Email by Zapier Objective: Automate member onboarding and communication based on form submissions, ensuring personalized engagement and streamlined operations.
Project Description
Kate needed a dynamic system to handle incoming form responses and intelligently manage community members within their Circle platform. The goal was to automate onboarding, tagging, and communication based on whether a respondent was already a member or not.
We designed a conditional automation workflow using Zapier that integrates Google Forms, Circle, Slack, and email to create a responsive and personalized experience.
Workflow Breakdown:
- Google Forms Integration
- Captures new form responses from potential or existing community members.
- Circle Member Lookup
- Checks if the respondent is already a registered member in Circle.
- Conditional Paths (Zapier Paths)
- If the member is found:
- Adds them to a specific Circle space.
- Applies or removes tags based on their form input.
- Sends a personalized direct message via Slack.
- Posts a channel-wide update to notify the team.
- If the member is not found:
- Sends an outbound email to initiate onboarding or request more information.
- If the member is found:
- Slack Integration
- Ensures internal team visibility and real-time updates for member activity.
- Email by Zapier
- Handles external communication when a member is not found, maintaining engagement.
This system created a seamless experience for both users and internal teams, reducing manual effort and improving onboarding speed and personalization.
Kate Julie
/
2 months ago
★ ★ ★ ★ ★
Before this system, our lead management was a bottleneck. We were losing opportunities simply because we couldn’t respond fast enough or assign leads efficiently. FORTIVIS helped us build a workflow that feels like having an extra team member, one that never sleeps, never forgets, and always delivers. Now, every inquiry is instantly routed to the right sales team with a clear deadline, and our Trello boards stay perfectly organized.
The results? Our average response time dropped by more than half, and our conversion rate jumped significantly. It’s not just automation, it’s acceleration.
Project Overview: Intelligent Member Management & Communication Automation
Client: Hugo Forsen Platform: CRM Workflow Engine + Conversation AI + Zapier Objective: Automate and scale lead follow-up campaigns across multiple sales stages with precision and personalization.
Project Description
Hugo needed a robust system to manage thousands of inbound seller leads efficiently across different stages of the sales pipeline. The goal was to eliminate manual follow-up, reduce lead leakage, and ensure consistent engagement with prospects over time.
We implemented a layered automation strategy using a CRM workflow engine integrated with Zapier and Conversation AI. The system handles segmentation, timing, and personalized messaging across multiple campaigns.
Workflow Breakdown:
- Dynamic Workflow List
- Includes chatbot sequences, seller follow-up campaigns, and long-term nurturing flows.
- Each workflow is tagged with specific timeframes (e.g., 10 days, 14 days, 30 days, 24 months) based on lead interest level.
- Conversation AI Integration
- Chatbot sequences (Part 1 & 2) engage leads immediately upon entry.
- AI-driven responses help qualify leads before human intervention.
- Pipeline-Based Automation
- Leads are automatically assigned to sales reps based on pipeline stage (e.g., “Assign to Clay,” “HOT Leads,” “FTU Not Interested”).
- Each stage triggers a tailored workflow with specific messaging and deadlines.
- Scalable Contact Management
- Over 4,000 leads managed in long-term follow-up campaigns.
- Real-time updates and segmentation ensure no lead is left behind.
This system transformed hugo’s lead management from reactive to proactive, enabling the team to handle high volumes without sacrificing personalization or speed.
Hugo Forsen
/
3 months ago
★ ★ ★ ★ ★
Before this system, our follow-up process was a patchwork of spreadsheets, reminders, and missed opportunities. Fortivis helped us build a machine, one that runs 24/7, never forgets a lead, and adapts to every stage of the pipeline.
Now, our team can focus on closing deals instead of chasing down contacts. The workflows are smart, scalable, and deeply personalized. We’ve seen a 40% increase in re-engagement from cold leads and a massive boost in team productivity.
This isn’t just automation, it’s strategic growth.
Project Overview: Intelligent Member Management & Communication Automation
Client: Hugo Forsen Platform: CRM Workflow Engine + Conversation AI + Zapier Objective: Automate and scale lead follow-up campaigns across multiple sales stages with precision and personalization.
Project Description
Hugo needed a robust system to manage thousands of inbound seller leads efficiently across different stages of the sales pipeline. The goal was to eliminate manual follow-up, reduce lead leakage, and ensure consistent engagement with prospects over time.
We implemented a layered automation strategy using a CRM workflow engine integrated with Zapier and Conversation AI. The system handles segmentation, timing, and personalized messaging across multiple campaigns.
Workflow Breakdown:
- Dynamic Workflow List
- Includes chatbot sequences, seller follow-up campaigns, and long-term nurturing flows.
- Each workflow is tagged with specific timeframes (e.g., 10 days, 14 days, 30 days, 24 months) based on lead interest level.
- Conversation AI Integration
- Chatbot sequences (Part 1 & 2) engage leads immediately upon entry.
- AI-driven responses help qualify leads before human intervention.
- Pipeline-Based Automation
- Leads are automatically assigned to sales reps based on pipeline stage (e.g., “Assign to Clay,” “HOT Leads,” “FTU Not Interested”).
- Each stage triggers a tailored workflow with specific messaging and deadlines.
- Scalable Contact Management
- Over 4,000 leads managed in long-term follow-up campaigns.
- Real-time updates and segmentation ensure no lead is left behind.
This system transformed hugo’s lead management from reactive to proactive, enabling the team to handle high volumes without sacrificing personalization or speed.
Hugo Forsen
/
3 months ago
★ ★ ★ ★ ★
Before this system, our follow-up process was a patchwork of spreadsheets, reminders, and missed opportunities. Fortivis helped us build a machine, one that runs 24/7, never forgets a lead, and adapts to every stage of the pipeline.
Now, our team can focus on closing deals instead of chasing down contacts. The workflows are smart, scalable, and deeply personalized. We’ve seen a 40% increase in re-engagement from cold leads and a massive boost in team productivity.
This isn’t just automation, it’s strategic growth.