Inbound lead to first touch, done right — from form submit to AE inbox in minutes.
Two agents and one decision sit between the marketing form and the seller’s inbox. Below, the lifecycle agent that keeps every lead warm until it’s booked, replied to, or replaced on the calendar.
Staff / Source
Event Trigger
Agent (AI)
Decision
Outcome
Stage A · Intake → First touch
Critical path
00Source
Web Form00
Inbound inquiry
Lead form submitted on marketing site
01Event
Signal01
New contact created
Marked ‘Lead’ in HubSpot
02Agent
Routing02
Identify & assign AE
From lead form data & territory rules
03Agent
HubSpot03
Write AE to record
CRM updated with owner & context
04Check
Lead qualified?
Validate
NO
Exception04b
Notify AE
Manual review queue
YES
05Agent
Sales Asst05
Send intro email
Books meeting on AE calendar
06Outcome
AE Inbox06
Lead delivered
CRM context + first touch sent
Stage B · Ongoing lifecycle
The Sales Assistant keeps watch.
Three recurring signals route through a single agent that decides the right response and the right tool to call.
07Triggers · recurring
Time-based07a
Last contacted > 48 hrs & lead unresponded
Inbound07b
Email received from contact marked ‘Lead’
Calendar07c
Calendar event cancelled by lead
08Agent
Sales Asst08
Sales Assistant Agent
Decides response & tool call from inbound context.