Workflows & Automations
Automate Lead Intake: Capture, Enrich, Qualify and Follow Up
Lead intake is the work nobody schedules: a form arrives, someone copies the email into a spreadsheet, looks the company up, checks whether they are already a customer, decides whether they are worth a reply, and writes one. This walkthrough builds the whole sequence once so it runs on every submission. A website form submission is the trigger. Carly logs the lead's email and submission time to Google Sheets, then enriches the record with a name, company, employee count, job title and location, so you are reading a person rather than an address. It cross-references Stripe to see whether this is already a paying customer, which changes the reply entirely. Qualification criteria run against the enriched record, and for the leads that pass, Carly writes a personalized follow-up and saves it as a draft for you to review before it goes. The second half of the video improves the form itself. Asking for name, company, employee count and what the person needs help with means the enrichment starts from more, and qualified leads can be routed straight to a booking link rather than into a queue. The Carly form embeds on your site, and the Automate button continues the workflow from each new submission.
Step by step
- 01
Capture the form submission
Point the workflow at new submissions from your website form. That event is the trigger, so nothing waits for someone to check a shared inbox.
- 02
Log the lead to Google Sheets
Append the lead's email address and submission time to a sheet. The sheet stays the plain record of what came in and when, separate from whatever the workflow decides afterwards.
- 03
Enrich the record
Fill in name, company, employee count, job title and location from the email address. Qualification is guesswork without this, and it is the step that is slowest to do by hand.
- 04
Cross-reference Stripe
Check whether the lead is already a paying customer before writing anything. An existing customer asking a question needs a different reply from a new prospect, and sending the wrong one is worse than being slow.
- 05
Apply your qualification criteria
Run your rules against the enriched record rather than the raw form. Company size, role and stated need are all available by this point, so the filter has something real to work with.
- 06
Draft the follow-up for review
For qualified leads, Carly writes a personalized follow-up and saves it as a draft. You read it and send it, so speed comes from the preparation rather than from letting anything go out unread.
- 07
Ask the form for more
Rebuild the form to collect name, email, company, employee count and what the person needs help with. Every extra field is one less thing enrichment has to infer.
- 08
Route qualified leads to a booking link
Send the people who pass qualification straight to a booking link instead of into a follow-up queue. The meeting gets booked while the interest is still fresh.
- 09
Embed the form and keep it running
Embed the Carly form on your website and use the Automate button to continue the workflow from each new submission. From then on, intake happens whether or not anyone is at a desk.
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See what people say
"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."