Minimization of mistakes while sorting leads automatically

General task description:
The business has clients of several different types. Depending on the type, clients should undergo different processing routines. To start these routines, clients send requests to dedicated email addresses so personnel at least can categorize clients by inbox. 

Problem 1 is that managers have to switch between almost 20 email addresses to monitor and process customers. 
Problem 2 is that clients often do a mistake sending a request to the wrong email address which causes a wrong internal processing type to be applied to them and significant time and effort losses for personnel.

Implementation result:
Business analysts in Webbee Limited designed and developed a system of stages bound to each other with a network of automation rules to simplify the business routine and decrease unnecessary workload for managers and the customer processing team. Key features of this transformation as per following:

1. All email inboxes were connected to Bitrix24 and configured in a way to generate Leads with certain unique parameters.

2. Types and categories of customers were reviewed along with scopes of the processing routine for each of them. The thorough analysis resulted in defining common patterns and repetitive processes. This helped to create a minimalistic design of a single pipeline to accommodate all types of Leads and categorize them efficiently among just 4 initial stages for incoming requests. each stage was intended to accommodate clients of several types but with a similar processing routine. dashboard visuals provided personnel with sufficient information about clients and stages.

3. Leads stages were loaded with business processes and supporting automation which took care of the most routine types of daily tasks such as notifications, reminders, typical emails etc. All the automation was designed per the specifics of client types.

4. Additional automation was designed so that all newly created Leads were distributed among unique stages automatically according to types of clients to let personnel focus on client relationships rather than on records management. 

5. Finally, problem 2 also was solved with special automation rules which would analyze additional information in Leads to decide whether a client type logically correlates to a Lead source and the current Lead stage. In case of a mismatch, a Lead would be redirected to a proper stage.

This design was warmly welcomed by the team and quickly proved to be a complete game-changer in ways how businesses could handle client relationships most efficiently. For more features and additional information, please, don't hesitate to contact us: sales@webbee.co.nz