Workflow Template

Demo Request Contact Form Workflow

Captures demo requests from a website contact form, acknowledges the requester, uses AI to prioritise buying intent (with human fallback), assigns a sales task to arrange the demo, tracks booking and outcome, closes the enquiry, and follows up with a feedback survey after a completed demo.

Demo requests from a website contact form often sit in an inbox until someone remembers to follow up, and there's no easy way to prioritise which leads to chase first. This workflow captures each request as a tracked record, acknowledges the requester by email and SMS, uses AI to rate buying intent with a manual fallback for the sales lead when it's unsure, then assigns tasks to the salesperson to arrange the demo, log the booking, and record the outcome. Sales leads and salespeople run the day-to-day tasks, while the requester receives status emails and a feedback survey after a completed demo.

Business Outcomes

Faster acknowledgement of every demo request, helping reduce the chance leads go cold
Clearer prioritisation of high-intent leads through AI rating with human fallback
More consistent follow-through on booking, outcome recording, and closure for every enquiry
Better visibility of demo status and outcomes through the record timeline and dashboards
Structured feedback collection after completed demos to help inform sales quality

Workflow Steps

Steps

1
Create Demo Request Recordcreate record
Registers the submitted demo request as a record.
2
Set Status to Newupdate record
Sets the enquiry status to New on record creation.
3
Email Acknowledgementsend email
Sends the requester an acknowledgement email with their reference number.
4
Check if Mobile Number Provided
Routes to SMS confirmation if a mobile number was given.
mobile_number: ""→Send SMS Confirmation
Default→AI Priority Rating
5
Send SMS Confirmationsend sms
Texts the requester a short confirmation with their reference number.
6
AI Priority Ratingai decision
Uses AI to assess buying intent from the product interest and notes, rating priority as High, Medium, or Low.
7
Route Priority Outcome
Routes to a manual sales-lead task if the AI is unsure, otherwise saves the AI's priority directly.
_ai_decision_ai_priority_rating_needs_human_review: "true"→Sales Lead: Set Priority
_ai_decision_ai_priority_rating_decision: "High"→Save AI Priority
_ai_decision_ai_priority_rating_decision: "Medium"→Save AI Priority
_ai_decision_ai_priority_rating_decision: "Low"→Save AI Priority
Default→Sales Lead: Set Priority
8
Sales Lead: Set Prioritycreate task
Assigns the sales lead a task to manually set the priority when the AI is unsure, due in 1 day.
9
Save Manual Priorityupdate record
Saves the sales lead's manually chosen priority to the record.
10
Save AI Priorityupdate record
Saves the AI-determined priority to the record.
11
Set Status to Assignedupdate record
Updates the enquiry status to Assigned before creating the demo-arrangement task.
12
Route Task Due Date by Priority
High priority enquiries get a 1-day due date; all others get 3 days.
priority: "High"→Salesperson: Arrange Demo (1 day)
Default→Salesperson: Arrange Demo (3 days)
13
Salesperson: Arrange Demo (1 day)create task
Assigns the salesperson a task due in 1 day to arrange the demo for this high priority enquiry.
14
Salesperson: Arrange Demo (3 days)create task
Assigns the salesperson a task due in 3 days to arrange the demo for this enquiry.
15
Save Booking Detailsupdate record
Saves the booking status, demo date/time, and notes to the record.
16
Route Booking Outcome
Routes based on whether a demo was booked or not.
demo_outcome_status: "Demo booked"→Set Status to Demo Booked
demo_outcome_status: "No demo needed"→Close - No Demo Needed
Default→Close - No Demo Needed
17
Close - No Demo Neededupdate record
Sets status to Closed and emails the requester that their demo request is closed.
18
Email Closure Noticesend email
Emails the requester that their demo request has been closed.
19
Set Status to Demo Bookedupdate record
Updates the enquiry status to Demo Booked.
20
Email Demo Date and Timesend email
Emails the requester the confirmed demo date and time.
21
Salesperson: Record Demo Outcomecreate task
Assigns the salesperson a task with no due date, to be completed after the demo, recording the outcome and next steps.
22
Save Demo Outcomeupdate record
Saves the demo outcome and next steps to the record.
23
Set Status to Closedupdate record
Updates the enquiry status to Closed after the demo outcome is recorded.
24
Email Closure Noticesend email
Emails the requester that their demo request is closed.
25
Route on Demo Result
Routes to a feedback request only if the demo was completed.
demo_result: "Completed"→Wait One Day
Default→End
26
Wait One Day
Waits one day after the demo closure notice before sending the feedback request.
27
Send Feedback Requestrequest external input
Emails the requester a feedback form with a 1-5 rating and comments.

Fields

Show all 17 fields

FormRequest a Demo

Name*· Text
Company*· Text
Business Email*· Email
Mobile Number (optional)· Phone
Product or Solution of Interest*· Text
Preferred Date or Time· Text
Brief Notes· Long text

TaskSales Lead: Set Priority

Set Priority*· Choice

TaskSalesperson: Arrange Demo (1 day)

Demo Booking Status*· Choice
Demo Date and Time· Text
Booking Notes· Long text

TaskSalesperson: Record Demo Outcome

Demo Outcome*· Choice
Next Steps· Long text

Other fields

Enquiry Status· Choice
Priority· Choice
Overall satisfaction*· Number
Any comments?· Long text

Name*
Company*
Business Email*
Mobile Number (optional)
Product or Solution of Interest*
Preferred Date or Time

Forms

Request a Demo

7 fields

Data Views

Demo Requests

contact_name, company, product_interest, demo_datetime +2 more

Dashboard Widgets

Enquiries by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send SMS in the workflow
TwilioAWS SNS
Send email in the workflow
AWS SES

demo request formrequest a demo formproduct demo formsoftware demo requestbook a demo form

Similar Workflows

Sales Lead Management Workflow Sales Opportunity Workflow Customer Onboarding Workflow

Similar Categories

Sales & CRM Customer Success

FAQs

How do I set up the demo request form for our website?

The workflow uses a public request form that asks for name, company, business email, mobile number, product interest, preferred date or time, and notes. You publish the workspace and link to or embed the form on your website, and it's live within minutes with no development project needed.

What happens if the AI can't confidently rate a lead's priority?

When the AI marks the rating as needing human review, the workflow assigns a task to the sales lead to manually set the priority, due in one day. Whatever the sales lead enters is saved to the record as the Priority, and the workflow continues from there just as it would with an AI-assigned rating.

Who is responsible for arranging the actual demo?

A salesperson gets an assigned task to arrange the demo once the priority is set. High priority enquiries get a 1-day due date, while others get 3 days. The workflow waits for this task, and the salesperson's entries for booking status, date/time, and notes are saved to the record.

What happens if a lead doesn't actually need a demo?

If the salesperson records the booking status as 'No demo needed', the workflow sets the enquiry status to Closed and sends the requester an email letting them know their request is closed. This keeps the record's status and timeline accurate without requiring a booked demo.

Does the requester need to create an account to interact with this process?

No. Requesters submit the initial request through the public form and receive all follow-up communication, including demo confirmations and the feedback survey, by email or SMS. They never need to log in or hold an account.

Can I change the due dates or task assignments in this workflow?

Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed over time.

How and when does the feedback survey get sent?

After the salesperson records the demo outcome as Completed and the enquiry is closed, the workflow waits one day before emailing the requester a feedback form. The form asks for an overall satisfaction rating from 1 to 5 and any comments, and responses are saved to the record.

What gets recorded on the enquiry if the demo doesn't go ahead as planned?

The salesperson's task after the demo records the Demo Outcome and Next Steps directly to the record. If the outcome isn't Completed, the workflow still closes the enquiry and sends a closure email, but skips the feedback request step.

How do I track where each demo request stands at any point?

Every request is a record with a reference number, a current status such as New, Assigned, Demo Booked, or Closed, and a timeline showing what happened at each step. Table views and dashboards let you see records grouped by status across the workspace.

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