To set up an email alert when a lead reaches a high Lead Score in Papo, use the Flows module with a condition based on the 1-to-5-star rating. When a lead reaches 4 or 5 stars, the flow sends an automatic email to the assigned sales rep, prioritizing immediate contact with the hot lead.
Configuration summary
| Step | What to configure | Expected result |
|---|---|---|
| 1. Scoring basis | Automatic AI Lead Score or manual adjustment on the contact | Contact receives a 1-to-5-star rating |
| 2. Automation | Flows module with a condition based on the score | Identifies leads with 4 or 5 stars |
| 3. Action | Send email to the assigned sales rep/agent | Team acts before the lead cools down |
Why create an alert based on Lead Score
Papo's automatic Lead Score analyzes conversation history — WhatsApp, Instagram, email, and other connected channels — and assigns a 1-to-5-star rating. Leads with 4 or 5 stars are considered hot and highly likely to buy. Without an alert, this information can sit in the ranking until the sales rep opens the CRM. The alert reduces the time between qualification and outreach.
The score can also be adjusted manually. If the team knows a lead closed a deal or lost interest, it can reset the score to 1 star. This prevents automations from continuing to fire for contacts that should not be prioritized.
How to build the alert flow
Papo's Flows module lets you create visual automations for the lead journey. For this alert, the main logic is:
- Start the flow when the score is set or updated. Since automatic scoring does not run on its own, run the evaluation of open conversations or re-evaluate the contact after new interactions. Manual score adjustment can also serve as a trigger.
- Add the Lead Score condition. Compare the contact's current score with the desired minimum value, for example, 4 stars. This way, only hot leads proceed to the action.
- Send the email to the owner. Configure the action to notify the sales rep or agent assigned to the conversation. In the email body, include the lead's name and current score to provide immediate context.
If your team uses conversation assignment, the alert can be directed to the agent responsible for the contact. This means each sales rep receives only alerts for leads already under their ownership.
Which score to use as a trigger
| Score | Interpretation | Should it trigger an alert? |
|---|---|---|
| 1 star | Cold lead, no buying signal | No |
| 2 to 3 stars | Warm interest, needs qualification | Optional, if the team wants to track progression |
| 4 to 5 stars | Hot lead, high intent | Yes — immediate priority |
To avoid too many notifications, it's best to start with 4 or 5 stars. If the volume of hot leads is high, you can create separate flows: one for 4 stars, with scheduled follow-up, and another for 5 stars, with an immediate and urgent alert.
Best practices to avoid disrupting the team
- Run the evaluation before expecting the alert. AI does not update the score on its own; the user needs to request evaluation of open conversations or re-evaluate a contact.
- Use manual reset after purchase. If the lead became a customer, reset the score to 1 star. This stops future alerts and keeps the base clean.
- Combine it with the lead ranking. The email alert speeds up action, but the ranking remains the complete view of hot contacts.
- Test with a specific contact. Before enabling it for the whole team, check that the email reaches the right recipient with the expected content.
Who should use it
- Sales teams and SDRs who need to be notified the moment a lead heats up.
- Service managers who want to distribute hot leads to the right sales reps without relying on manual tracking.
- Operations with a high volume of conversations that cannot monitor the score of each contact individually.
- White label resellers who want to deliver intelligent lead prioritization as part of the service for their clients.
Frequently asked questions
Does the alert fire automatically when AI raises the score?
No. Automatic scoring is triggered by the user, either in bulk for open conversations or by re-evaluating a contact. After the score is set or updated, the flow can read that score and send the email.
Can I use a manual score as a trigger?
Yes. The manual score set on the contact profile overrides the AI score and applies to the CRM, segments, and automations that use Lead Score.
Can the email go to the sales rep responsible for the lead?
Yes. If the conversation is already assigned to an agent, the flow can be configured to notify the owner. This way, each sales rep receives only alerts for the contacts they handle.
What is the best score to activate the alert?
For most teams, 4 or 5 stars. These are hot leads with high purchase intent. Alerts for 2 or 3 stars can create noise and competition for contacts that are not ready yet.
Do I need to re-evaluate the lead every time for the alert to work?
Yes, for the score to reflect new conversations, you need to run a new evaluation or adjust it manually. The flow acts on the existing score at the moment it is updated.
Read also
- How automatic Lead Score works and how to interpret lead scores
- How to set up email notifications for new leads in the CRM
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