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Setting Up The Inquiry Qualifier Agent

A complete setup guide for the Inquiry Qualifier Agent — from defining qualification questions to configuring CRM routing, scheduling, and notifications.

Written by Evette

Overview

The Inquiry Qualifier Agent instantly follows up with new website inquiries, qualifies each lead through intelligent conversation, and surfaces the most sales-ready opportunities, so you can prioritize what matters and close faster.

It helps you:

  • Respond instantly to new inquiries

  • Ask the right qualifying questions

  • Identify high-quality vs. low-quality leads

  • Ensure hot opportunities don't slip through

How It Works

  • Triggered when a form is submitted (e.g., contact, quote, application)

  • Engages leads via email

  • Collects key qualification details

  • Routes qualified leads to your team

Setup & Onboarding

Step 1: Define Qualification Questions

  • Set the questions you need answered (e.g., budget, timeline, needs)

  • Keep them clear and concise

Step 2: Add Contact & Trigger Settings

  • Define notification contacts for handoff

  • Enter your Inbound Trigger Email

    • This is the email that receives form submissions

    • The agent uses this to detect and respond to new leads

Step 3: (Optional) Add Booking Link

You can add any calendar scheduling link (such as your preferred booking page). This allows leads to easily choose an available time on your calendar and schedule a call with you when it is appropriate.

Step 4: Connect Your Email

  • Integrate Google or Microsoft email

  • Required for sending follow-ups

Final Configuration

Data Fields

Define what info to collect:

  • Email (recommended: required)

  • Name

  • Phone number (optional)

Required fields = the agent will follow up multiple times to collect them

Qualification Criteria

  • Review/edit criteria like budget, timeline, etc.

  • Fully customizable anytime

CRM Routing

  • Choose whether to automatically send all leads or only qualified leads to your CRM.

    • All Leads – Every lead received will be automatically synced

    • Qualified Leads Only – Only leads that meet your qualification requirements will be sent to your CRM, helping reduce unnecessary or unqualified records

  • Add email addresses to this field to automatically CC them whenever your Agent responds to a lead, ensuring the right team members stay informed of all conversations.

Notifications

Assign who gets notified when:

  • A lead is qualified

  • A lead needs handoff

Scheduling

Control when the agent is active:

  • 24/7

  • After hours (recommended)

  • Weekends or custom schedule

Follow-Up Attempts

  • Set how many times the agent follows up

  • Example: 1–3 attempts before handoff

  • Unqualified leads are handed off to your team within 24 hours

Dashboard Overview

Track performance at a glance:

  • Total form submissions

  • Qualified leads

  • Active conversations

View individual leads to see:

  • Contact details

  • Responses

  • Full conversation history

Conversation Statuses

  • In Progress → Agent is actively qualifying

  • Handled by Team → You took over the conversation

  • Got Some Answers → Partial info collected (handoff soon)

  • Could Not Qualify → Not enough info gathered

  • Qualified → All required info collected, ready for next step

Taking Over Conversations

  • You can jump in at any time

  • The agent will automatically step back

  • Status updates to reflect team ownership

Best Practices

  • Keep qualification questions simple and relevant

  • Mark key fields (like email) as required

  • Use after-hours scheduling to support your team

  • Respond quickly to qualified leads

  • Regularly review conversations for insights

If you'd like help setting up your Inquiry Qualifier Agent, click the chat button or you can reach out to us at [email protected].

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