How to create an Inbound Router?

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Steps to create an Inbound Router

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Navigate to Inbound Router

1. From the left navigation, click Inbound, then Routers. On the Inbound Router list page, click Create Inbound Router in the top-right corner. Once you’re inside the Inbound Router page, click on the Create New Router button.

The first step in creating your Inbound Router is to map your router to one of your forms. Click “Start” to begin.

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Map your web form

Mapping a form lets RevenueHero read each of your form fields and use them as conditions in your routing rules. RevenueHero only listens to the form submission to trigger scheduling. It does not change your form or its data. Use the Select a form dropdown to pick a form you have already mapped, or click Create Form to map a new one. There are two ways to map your form to the router. You can either have RevenueHero auto-detect your forms and the fields in the form, or map them manually.

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Auto-fetch the form

1. Click on Create form.

2. Enter the URL where your form is present and click Fetch the form.

3. The forms found on the webpage will show up. Select the form you want to map and click Map this form.

4. All the information that RevenueHero needs is auto-fetched and displayed for you to confirm.

5. Name the form mapping you it’s easy for you to recognise which form was mapped, and then click and pick the fields you want mapped. The fields you map in this step are what will be available for you to configure your routing. Add/remove fields as needed. Your form mapping can be updated at any point in time and if you want to add more fields, you can always do so later.

6. Once done, click Save Form Mapping.

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Manual Form Map

1. If you prefer mapping your form yourself, click I’ll do this manually.

2. Name the form mapping to be able to recognise which form is being mapped and paste these values from your form:
   1. Form selector - This would be the ID/unique class/query selector that can be used to identify the form element on your page. You would typically find this somewhere in the <form> object on the page.
   2. Form Field names - For each field you want to map to RevenueHero (Name and Email are mandatory), the column on the left depicts the field names of each field. To get these:
      1. You’ll need the values of the Name property defined for each one of the fields you’re mapping to RevenueHero.
      2. Field mapping in your CRM - This is the column on the right, where the field on the form is mapped to the property in your CRM that the value is typically stored in. This helps RevenueHero understand the expected format of inputs received from that field (Number, Dropdown, Text etc). This determines the operators you’re able to use in your rules when the field is evaluated.

Once you’re done, click Save form Mapping. Your router now knows what form fields to expect, and what operators to provide you with when you go on to create rules based on the inputs you receive in these forms, and the in the next few steps we determine the business logic around who gets to book meetings with your team, how the router determines who that meeting is assigned to.

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Disqualify Free Emails

This is the first of many filters that RevenueHero applies to hand raisers, to ensure that only qualified prospects see your sales team’s calendar. If as a business you expect and require your prospects to use a business domain to communicate with/book time with your sales team, enabling this filter helps you prevent form fills from users with personal/temporary emails. Click Next to continue with the setup.

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Conditional Disqualification

This is the second layer of filtering to help you specify in further detail the specific types of prospects you want to disqualify right off the bat and not let them enter the sales cycle.

To set it up:

1. Click Create Disqualification rule The rule creation flow opens in a new tab to ensure that you don’t lose the progress you’ve made in your router setup so far.

2. Click Add condition and configure the conditions that would disqualify a prospect from being able to book a meeting with your sales team.
   
   
3. Mix and match as many conditions for accuracy.
4. Name the rule.
5. Determine where these prospects should be redirected when they request a demo/submit your lead form. This ensures that you provide a graceful disqualification experience.
6. Click Save.
7. Go back to the Inbound router creation tab, and you’ll find the rule that you just created in the list of Disqualification rules you have available to add to the router.

8. Select the rule, Click Add 1 rule, and your Disqualification rule is now added to the router.
9. You can repeat the process to create more disqualification rules and add them in, or continue to create Matching rules by clicking Next.

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Set up Matching Rules

Matching rules route based on the ownership data you already store in your CRM. It evaluates the information provided by your prospects on the form, against the information you have in your CRM. The matching criteria can be customised to be as specific as your workflows require them to be.

Go through our detailed guide on matching rules and how to use them to understand when matching rules are relevant, and how to put them to good use.

1. Out of the box your account ships with two matching rules.
   1. Assign meetings to the existing company’s owner: The domain of the email provided in the form fill is evaluated against the website/domain information stored against the company in the CRM
   2. Assign meetings to the existing contact’s owner(You get a third Lead owner based rule if you’re on Salesforce).

2. Select the rules you’d like to be part of the routing logic and click Add rules.

3. To re-order rules, hover the pointer on the section of the card that depicts the rule number. Click to grab pick the rule and drag it into its position, or just click the up/down arrow to move them in sequence.

4. If you would like to create your own custom matching logic, you can create a new matching rule by clicking Create Matching rule which opens up a new tab and lets you create your own custom matching logic.

5. Once done, you can go back to the router creation tab and add them into the router as seen in step 2.
6. When you have all the matching rules in place, click Next to continue.

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Set up Distribution Rules

Distribution rules decide who gets the meeting when there is no CRM match. This is where round robin lives: you route to a team and set the logic for how meetings are shared between its members.

To set it up:

1. Select a rule from the list and click Add to attach it to the router.
2. To build one now, click Create Distribution Rule. At least one distribution rule is required to continue.

3. You’ll be redirected to a new tab to create your distribution rule so you don’t lose the progress on your inbound router setup. Pick between whether you want a round robin within one team of users, or whether you want to round robin amongst multiple teams by choosing either Round Robin with one team, Collective Round Robin.

3. We’re choosing to round robin within one team in this example. Once you’ve picked, choose the team within which the round robin has to be determined from the dropdown and click Proceed.
4. Click Add condition and configure the conditions that should route the prospect to this team’s calendar. They’ll be assigned on a round robin to one of the members of the team you picked. Click proceed once you’ve added all your conditions. Review the rule, name it, and click Create Distribution rule.

5. You can now go back to the other tab with the router creation, and choose the rule(s) you created, and add them to the router. Repeat the previous steps to create more rules and add them in, or click Next to continue with the router creation.

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Redistribution

Redistribution handles the prospects who submit your form but do not book a meeting. You can hand them to a new owner, for example an SDR, to follow up offline.

1. Depending on how your sales team operates, decide how you want redistribution to behave for prospects with assigned owners in your CRM.
   1. Skip redistribution if qualified via matching rule. This decides whether a lead is redistributed at all. When it is on, any lead a Matching Rule already routed to an existing owner is left alone. Redistribution then chases only genuinely new leads, so you never pull a known account away from the rep who already owns it.
   2. Prefer CRM Owner during redistribution. This decides who the lead goes to once redistribution runs. When it is on, a lead who already has an owner in your CRM is handed back to that owner instead of the next rep in the round robin. When it is off, redistribution ignores the existing owner and assigns to the next rep in the rotation.

2. Once you’ve decided how redistribution behaves for prospects with existing owners, you get to setup the conditions based on which redistribution assigns leads to different teams when they’re not already owned.
3. Create new rules, or re-use the distribution rules you’ve already created to determine which team gets which leads. Pick the rules and add them into the router and click Next.

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Redirect URLs

Redirects enable different experiences for your prospects, while also allowing you to keep your attribution clean by allowing you to send valid conversions to one page, and disqualified prospects to another. Click Add and type in the URL to which each cohort needs to be redirected and click Next.

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Configure Router

So far, we’ve configured how the router processes each prospect and identifies the right outcome for them in the form of either a meeting booking experience or disqualification flow. In this step, we determine the characteristics of that meeting booking experience, how the router interacts with your CRM, and the experience when prospects access your router link directly. Determine the meeting type that’s assigned by this router.

1. Choose the characteristics of the meeting that is created by this router when a prospect matches any of the qualifying rules (Matching/Distribution). If the meeting types you’ve already created don’t cover it, follow these steps to Create a new Meeting Type.

2. Pick the wait time duration post which a qualified prospect who hasn’t yet picked a time slot is considered to have Not booked a meeting.

Next up, you get to customise the experience of the router for prospects who access it directly via a link. Pick the appropriate layout from the dropdown menu.

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Gather more info from your qualified prospects

Configure whether you would like to ask additional questions to prospects who book a meeting. Self reported attribution is a popular one. This enables you to gather the information you need without disrupting the form fill to scheduling journey.

1. If you don’t already have a post booking form created, click Create Form.
2. Name the form and click Create Form.
3. If you want to sync the information you collect in this form to a CRM property, ensure that you already have the property created in your CRM. If not, create it before you get back to this setup.

1. Once you have it, you can search for the CRM property to which the post booking form value needs to be synced.
2. Pick the property to which the data needs sync and choose how the label for the input field when your prospect sees it on the post booking experience. Click Add Question.
3. Add more properties if required. The form auto-saves and you don’t need to save each step.
4. Click Back.
5. Return to your router creation tab.
6. Click on the form picker dropdown and search for the form by its name.
7. Pick the form.

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CRM Sync

Choose whether you want RevenueHero to create/update contacts/leads in your CRM. If your web form is connected to your CRM, or if you have a marketing automation product that already syncs all your prospect info back to your CRM you don’t want this switched on.

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Name your router

Use a recognisable name for your router, and click Create. You’ve created your Inbound router to automate form fills to booked meetings.

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Install the script

Where do I paste the code?

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That’s it! Your inbound router is set up. 🎉🎉🎉