Trade Show Lead Routing: Badge Scans Routed to the Right Owner Within the Week
Booth leads are routed under ordered rules, checked against Mailchimp, cleared of duplicates and partner claims, and a late batch is fitted into the capacity that is left. The SDR manager approves every routing write and follow-up slot.
Thirty-two badge scans and a Monday race to follow up
The booth scanner exports badges into Pipedrive as person records the evening the show closes. By Monday morning the SDR team wants them routed: contacts at existing accounts to their owners, partner-sourced badges to the partner team, strong leads to an SDR with a follow-up slot this week, everyone else to nurture. The routing policy writes this down as seven rules, R1 to R7, applied in order, and the first one that fits decides.
The order is where it goes wrong. Scanner region fields come through blank. Two colleagues scan the same badge. A partner claims a lead after it has already been routed. Marketing adds a rule that contacts unsubscribed in Mailchimp do not get SDR calls. Then a scanner that uploaded two days late delivers a second batch, and it gets routed as if every SDR still had a full week of capacity.
Who works in the room
People
SDR manager
Owns SDR capacity for the week, approves every routing write and signs the week-close
Marketing operations
Owns the scan export and the list rule, and grants the Mailchimp connection
Sales operations
Names the canonical record in each duplicate pair
Partner manager
Works with partners to confirm which badges they claim
Agents
AdaLead router
Runs every lead through R1 to R7 in order, proposes owners and follow-up slots, and writes them once approved
Pipedrive
Google Calendar
Google Drive
MycoList status and duplicates
Checks subscriber status in Mailchimp before any SDR follow-up and works the duplicate pairs
MailchimpPipedrive
NovaDesk correspondence
Drafts replies to sales operations and partners for a person to send, and picks up updates from Slack
The SDR desk runs each event in its own Kylon room. Messages that name no agent go to Ada, which owns routing, so a question about where a badge went lands there. Myco takes anything about list status or duplicates, because it is the only agent with the Mailchimp connection, which the marketing operations lead granted to Myco alone. Nova handles the email threads with sales operations and partners. When Ada holds a lead for a partner claim, it mentions Nova with the badge, the partner and what the partner needs to confirm, and Nova leads that thread until the answer is in.
Event week, from scan to tally
The routing policy is in the event folder in Google Drive. The room guidelines repeat the part that matters most: the rules run in order, R1 first, every time a lead is routed or routed again.
- Agent works
- Person decides
- Arrives or gets recorded
flowchart TD
scans([Badge scans land in Pipedrive])
route["<b>Ada</b> routes each lead<br>through R1 to R7, in order"]
ok1["<b>SDR manager</b> approves<br>owners and follow-up slots"]
rule([Marketing operations adds<br>the Mailchimp rule])
list["<b>Myco</b> takes unsubscribed<br>contacts off follow-up"]
dups["<b>Sales operations</b> names<br>the duplicate to keep"]
claims["<b>Partner manager</b><br>confirms each claim"]
replies["<b>Nova</b> drafts the replies<br>for a person to send"]
held["<b>Ada</b> runs the held leads<br>through R1 to R7 again"]
late([A late scanner batch arrives])
fill["<b>Ada</b> routes it into the<br>SDR capacity still free"]
ok2["<b>SDR manager</b> approves each change"]
close["<b>Ada</b> tallies from Pipedrive as it stands"]
sign["<b>SDR manager</b> signs off the week"]
scans --> route --> ok1
ok1 --> list & dups & claims
rule -.- list
dups & claims --> replies
list & replies --> held
held --> fill
late --> fill
fill --> ok2 --> close --> sign
class route,list,replies,held,fill,close agent
class ok1,dups,claims,ok2,sign person
class scans,rule,late event
classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712
classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712
classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42| Stage | What happens | Who acts | Who decides |
|---|---|---|---|
| First routing | All 32 initial leads classified, with status, score, SDR and day written on each person record and a calendar slot for each SDR lead | Ada, from Pipedrive and the SDR calendars | The SDR manager approves before any record or slot is written |
| List rule | Leads unsubscribed in Mailchimp come off SDR follow-up and their slots are released | Myco | Marketing operations owns the rule; the SDR manager approves the changes |
| Duplicates | The invalid scan in each pair is closed as a duplicate, and the canonical one stays held | Myco, then Nova for the reply to sales operations | Sales operations names the canonical record; the SDR manager approves the writes |
| Partner claims | A claimed badge goes to the partner, and a disclaimed one is released to wait for routing | Ada, then Nova for the reply | The partner manager confirms each claim |
| Held leads | Seven held leads run through R1 to R7 again, in order, with new slots where they route to an SDR | Ada | The SDR manager approves |
| Late batch | Leads from the delayed scanner upload are routed into the SDR capacity still free this week | Ada | The SDR manager approves |
| Week close | Final tallies across both batches, read fresh from Pipedrive, plus the reporting notes | Ada | The SDR manager signs off |
A new rule on Tuesday, a late batch on Thursday
Marketing's Mailchimp rule arrives on Tuesday, after the first routing is written. From then on, an unsubscribed contact is not an SDR lead, whatever its score. Myco checks current subscriber status for every lead routed to an SDR and proposes pulling the unsubscribed ones off follow-up. Once the SDR manager approves, their calendar slots go back into the week's capacity. The rule stays in force for every later stage, including the late batch.
Capacity is the other thing that carries over. The late batch does not start from an empty week: Ada counts the follow-ups already committed to each SDR in Pipedrive and on the calendar, then routes the new leads into what is left. At week close the tally comes from the records as they stand, because several leads changed status after Monday.
What the checks catch
- An SDR follow-up proposed for a contact who is unsubscribed in Mailchimp, once marketing's rule is in force
- A canonical duplicate routed early, before the held leads are run again in order
- A disclaimed partner badge routed the day the email arrives, instead of in the held-lead pass
- A late batch routed as if every SDR still had a full week free
- A week-close tally built from Monday's routing instead of each lead's current status
What stays with people
- Approving every routing write and calendar slot before Ada makes it
- Naming the canonical record in each duplicate pair, which sales operations decides
- Confirming partner claims, and sending each reply Nova drafts
- Signing off the week-close tallies
Integrations in this workflow
Kylon is not a lead routing engine or a marketing automation tool, and it replaces neither. It sits across Pipedrive, Mailchimp and the SDR calendars and holds the coordination between them for the week of the event.
- Pipedrive holds each lead as a person record with routing status, score, SDR owner and day, plus the organizations R1 checks
- Google Calendar carries every SDR follow-up slot
- Mailchimp shows each lead's current subscriber status for the list rule
- Gmail carries the threads with sales operations and partners, answered by a person from Nova's drafts
- Slack is where the events team posts region fixes and SDRs post changes to their week
- Google Drive keeps the routing policy, the list rule addendum and the late batch notice
Where to start
Take the next event, however small. Connect Pipedrive and the SDR calendars, give Myco the Mailchimp grant, and write the rule that protects everyone into the room guidelines: no lead is routed and no follow-up is booked until the SDR manager approves, and the rules always run in order.
Set it up with your agent
Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.
Set up our trade show lead routing desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Gmail, Google Calendar, Google Drive, Mailchimp, Pipedrive and Slack. Tell me which ones still need connecting, and confirm that Mailchimp has been granted for list status work only. 2. Ask me who works this desk: the SDR manager, marketing operations, sales operations and the partner manager. Help me invite them to this Room. 3. Build a Booth Leads App with Lead, Rule, Owner and Status columns, one record per badge scan. Fill it from the person records in Pipedrive for this event. 4. Check each lead against our rules in order, using our routing policy in Google Drive, subscriber status in Mailchimp and SDR capacity in Google Calendar. Propose a rule, owner and status for each lead, and show me the ones that need a hold. 5. Draft replies to sales operations on duplicate pairs and to partners on badge claims for a person to send from Gmail. Do not write any Pipedrive record, close any duplicate or book any calendar slot until the SDR manager approves each routing write. 6. Write into this Room's guideline that our rules always run in order, and that the SDR manager approves every routing write and calendar slot and signs the week close. 7. After the first clean event, offer to turn the held-lead pass and week-close tally into an Automation. Before you start, ask me for our rules one at a time.
Your first company harness. Where humans and agents run your business together.
More Use Cases
View all
Price List Migration: Each Account Moves Once, at the Right New Amount
Moving thirty wholesale accounts to a new price list means a disposition, an amount and sometimes a notice for each one. In a Kylon room, agents read HubSpot, Stripe and Mailchimp to propose them, and the revenue operations lead approves every change before a notice goes out.
SaaS Customer Renewal Desk: Renewals Closed or Held for a Reason That Is Still True
Renewal dispositions, dunning, the order file review and late customer replies run through one Kylon room. Agents check every HubSpot deal against Stripe and both mailboxes, and the controller approves each stage change before it is written.