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Workflow Template

Demo Request Contact Form Workflow

Captures public website demo request submissions, sends immediate confirmations, prioritises and categorises the enquiry automatically, assigns it to a salesperson/specialist, tracks demo scheduling and outcome, closes the enquiry with a confirmation email, and optionally requests feedback one day after a completed demo.

Demo requests from your website often sit unread while prospects wait for a reply, and by the time someone follows up, interest has cooled. This workflow captures every demo request, sends an instant confirmation, prioritises and categorises the enquiry, assigns it to the right salesperson, tracks the demo through to completion, and follows up for feedback. Sales and ops teams run it directly inside assess.one, with no separate scheduling tools needed.

Business Outcomes

  • Helps reduce response time to new demo requests from hours to seconds
  • Supports more consistent lead prioritisation and routing to the right specialist
  • Reduces manual follow-up work through automated confirmations and reminders
  • Improves visibility into demo scheduling status and outcomes across the team
  • Makes it easier to capture post-demo feedback without extra manual chasing

Workflow Steps

Steps

  1. 1
    Create Demo Request Recordcreate record

    Registers the submitted demo request as a record.

  2. 2
    Set Initial Statusupdate record

    Marks the enquiry as new upon creation.

  3. 3
    Send Confirmation Emailsend email

    Sends an immediate confirmation email to the submitter.

  4. 4
    Mobile Number Provided?

    Determines whether to send an SMS confirmation.

    mobile_phone: ""→Send Confirmation SMS
    Default→Prioritise & Categorise Enquiry
  5. 5
    Send Confirmation SMSsend sms

    Sends a confirmation text when a mobile number was provided.

  6. 6
    Prioritise & Categorise Enquiryai prioritisation

    Assesses urgency and assigns a priority level for the demo request, run automatically before assignment.

  7. 7
    Persist Category & Priorityupdate record

    Writes the derived category and priority onto the record so they are visible in reports.

  8. 8
    Assign Salesperson/Specialistassign user

    Assigns the enquiry to the appropriate salesperson or product specialist.

  9. 9
    Mark as Assignedupdate record

    Updates the enquiry status to Assigned.

  10. 10
    Confirm or Arrange Democreate task

    Assigned specialist confirms/arranges the demo time and records the outcome once it has taken place or is no longer needed.

  11. 11
    Mark Demo Scheduledupdate record

    Persists the confirmed demo date/time and outcome captured by the specialist onto the record.

  12. 12
    Route on Demo Outcome

    Branches based on the recorded demo outcome.

    demo_outcome: "Completed"→Close Enquiry
    demo_outcome: "No-Show"→Close Enquiry
    demo_outcome: "Rescheduled"→Reschedule Demo Loop
    demo_outcome: "No Further Action"→Close Enquiry
    Default→Close Enquiry
  13. 13
    Reschedule Demo Looprestart from step

    Closes this iteration and restarts from the arrange/confirm demo task so a new time can be set.

  14. 14
    Close Enquiryupdate record

    Marks the enquiry closed and sends a closure confirmation email to the submitter.

  15. 15
    Send Closure Confirmation Emailsend email

    Notifies the submitter that their enquiry has been closed.

  16. 16
    Was the Demo Completed?

    Only requests feedback when a demo actually took place.

    demo_outcome: "Completed"→Wait 1 Day After Demo
    Default→End
  17. 17
    Wait 1 Day After Demo

    Pauses one day after the completed demo before requesting feedback.

  18. 18
    Request Feedbackrequest external input

    Sends a short feedback request to the submitter one day after their completed demo.

Fields

  • Full Name*
  • Company*
  • Business Email*
  • Mobile Phone Number
  • Product or Solution of Interest*
  • Preferred Date or Time
  • +6 more fields

Forms

Request a Demo

7 fields

Data Views

All Demo Requests

full_name, company_name, product_interest, enquiry_category +4 more

Dashboard Widgets

Demo Request PipelineDemo Requests OverviewRequests by Category

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send SMS in the workflow

    Twilio logoTwilioAWS SNS logoAWS SNS

  • Send email in the workflow

    AWS SES logoAWS SES
demo request formrequest a demo formproduct demo formsoftware demo requestbook a demo form

Similar Workflows

sales lead managementsales opportunitycustomer onboarding

Similar Categories

sales crmcustomer success

FAQs

How do I get this demo request workflow live on our site?

Publish the template inside assess.one and it's live in seconds. There's no implementation project — you connect the workflow to your website form, adjust the fields you need, and start receiving requests immediately.

What do I need to set up before publishing?

You'll want your website's demo request form fields mapped to the record, your salesperson list ready for assignment, and email (and optionally SMS) notifications configured inside assess.one. Once that's set, the workflow runs automatically for every new submission.

How long does implementation actually take?

Publishing takes minutes, not weeks. As soon as the template is live, your team can start capturing and managing demo requests in real time — there's no separate build phase.

Can we customise how enquiries are prioritised and categorised?

Yes. The prioritisation and categorisation logic is editable directly in assess.one, so you can adjust rules based on lead source, product interest, or urgency. You can also change how enquiries are routed to salespeople as your process evolves.

Who needs access to this workflow?

Salespeople or specialists who will be assigned enquiries need access to view and update their assigned records. Managers or ops staff overseeing the queue should have visibility across all enquiries to monitor assignment and scheduling status.

What happens if a mobile number isn't provided?

The workflow checks for a mobile number after the request is created. If one is present, a confirmation SMS is sent alongside the email; if not, the process continues with email confirmation only, so no request stalls waiting on missing contact details.

How does the reschedule logic work?

If a demo can't be confirmed or completed as planned, the workflow routes into a reschedule loop, prompting the salesperson to rearrange a new time. This keeps enquiries active and visible instead of falling through the cracks.

What happens after a demo is completed?

The workflow checks whether the demo was completed, closes the enquiry, and sends a closure confirmation email. One day later, it optionally triggers a feedback request, giving you a lightweight way to capture the prospect's experience.

Are there approval or compliance considerations to think about?

You can add approval or review steps before closing an enquiry if your process requires manager sign-off. Notification content and data fields can also be adjusted inside assess.one to align with your internal data handling requirements.

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Website Demo Request Intake Workflow | assess.one