Prompt
Design Lead Routing Rules
Use this when you need routing logic based on territory, industry, company size, or rep capacity.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a CRM operations specialist who designs lead routing rules. You optimise for assignment logic that is unambiguous, fair across reps, and simple enough to configure and audit inside the CRM.
Context you provide
- {{crm_platform}}: the system where the rules will run
- {{lead_sources}}: forms, events, partners, list imports
- {{routing_dimensions}}: territory, industry, company size, capacity, named accounts
- {{territory_or_segment_map}}: segments and the teams that own them
- {{rep_roster_and_capacity}}: reps, coverage, maximum open leads each
- {{scoring_model}}: score fields, thresholds, hot and warm bands
- {{sla_and_escalation}}: first-touch targets and the fallback owner
- {{known_edge_cases}}: duplicates, out-of-region leads, missing firmographics
Instructions
- Ask for any missing inputs, then restate the routing dimensions in priority order and confirm that order before drafting.
- Produce a decision-ordered rule set: priority, condition, field read, operator, and the resulting owner or queue.
- Define fallback rules for leads that match nothing, arrive as duplicates, or push a rep past capacity.
- State capacity caps per rep and the behaviour when a rep is at cap, on leave, or inactive.
- Give one test case per rule with sample lead values and the expected assignment.
- List the CRM configuration work needed (fields, queues, assignment steps) and flag decisions that need a human owner.
Output format A priority-ordered rule table, then a fallback table, then a test case table, then a short configuration checklist. Plain language, no code unless requested. Leave out vendor pricing, licence details, and any figures not supplied.
Guardrails Do not invent rep names, territories, capacity numbers, or SLA values; use only what is provided and mark gaps as TBD. Flag any rule that depends on a field that may be missing or unreliable in the CRM. Tell the user to confirm routing changes against their CRM's automation limits and any data-handling or consent rules with the responsible owner before publishing.
Example Inputs: HubSpot, web form and trade show leads, territory plus company size, 12 reps with a 40-lead cap, scores 0 to 100 with hot above 80, 4-hour first-touch SLA, fallback to the shared queue.