Lead qualification and meeting booking

When a chat visitor, an SMS / WhatsApp / Messenger / Instagram contact or an email looks like a prospect — asking for a demo, pricing, a trial or saying they are evaluating — TR-AI answers their question as usual and then asks your qualification questions one at a time. When it has the answers (or the prospect would rather not say), it scores the lead, writes it to HubSpot or Salesforce, tells your sales team and, for good leads, offers three meeting times.

1. 1
   Write your questions

   Dashboard → Revenue agent → Lead qualification. For each question give a short label, the question TR-AI asks, what a great answer looks like (“50 or more employees”) and a weight from 1 to 5. Up to 8 questions; TR-AI asks at most the number you set and also asks for an email address when it does not have one.
2. 2
   Set the score bands

   Scores run from 0 to 100. Leads at or above the hot score are hot, at or above the warm score are warm, the rest cold. Unanswered questions count as “unknown”, not as a bad answer.
3. 3
   Connect your CRM (optional)

   With HubSpot connected, TR-AI finds or creates the contact and adds a note with the answers and score; with Salesforce it creates a Lead with Rating Hot / Warm / Cold. Booked meetings are added too.
4. 4
   Connect your company calendar

   Under Meeting booking → Calendar connection, choose Google Workspace or Microsoft 365 and how TR-AI reaches your reps’ calendars: organisation-wide (recommended — your admin sets it up once and reps never sign in) or each rep signs in with your own OAuth app. Follow the setup steps shown for your choice (below), save and click Test connection.
5. 5
   Add sales reps

   Add each rep with their work e-mail, time zone, working days and hours. Organisation-wide: that is all — TR-AI reaches their calendar by e-mail. Per-rep sign-in: each rep clicks “Connect calendar” once. Reps without a calendar can share a Calendly or HubSpot Meetings link instead.
6. 6
   Turn it on

   Switch on Lead qualification and Meeting booking, choose who is offered a meeting (hot leads, hot and warm, or everyone), the meeting length, buffer between meetings, minimum notice and how many days ahead to look.

How meetings are booked

• TR-AI reads each connected rep’s free / busy times and offers 3 slots inside their working hours, spread over different days when possible, shown in the visitor’s own time zone.
• Meetings are shared round-robin: the rep who was given a meeting least recently gets the next one.
• Nothing is booked until the visitor picks a time. TR-AI checks the slot is still free, then creates the event with a Google Meet or Microsoft Teams link and invites the visitor.
• In the chat widget the times are buttons; on SMS and other channels they are a numbered list (“reply 1, 2 or 3”).
• Email and help-desk leads get a private booking page link (optional: “Email leads from tickets / email a booking page”); the link is also in your sales notification.

Calendar connection — your own Google Workspace or Microsoft 365

Each company connects its own calendar system; TR-AI does not use a shared calendar app. Secrets (client secret, service-account key) are encrypted and never shown again — leave the field blank to keep the saved one. Only admins can change the connection.

Google Workspace — organisation-wide (service account)

1. 1
   Enable the Calendar API

   In Google Cloud console create or pick a project and enable the Google Calendar API (APIs & Services → Library).
2. 2
   Create a service account and key

   IAM & Admin → Service accounts → Create service account (no roles needed). Open it → Keys → Add key → JSON and download the file. Note the service account’s Unique ID (client ID).
3. 3
   Allow domain-wide delegation

   A Workspace super admin opens Admin console → Security → Access and data control → API controls → Domain-wide delegation → Add new, enters the client ID and the scopes https://www.googleapis.com/auth/calendar.freebusy,https://www.googleapis.com/auth/calendar.events
4. 4
   Upload the key in TR-AI

   Revenue agent → Calendar connection → Google Workspace → Organisation-wide. Upload or paste the JSON key, enter a rep’s work e-mail and click Save and test. Delegation can take a few minutes to apply.

Microsoft 365 — organisation-wide (Entra app)

1. 1
   Register an app

   Microsoft Entra admin center → Applications → App registrations → New registration (single tenant). Copy the Application (client) ID and Directory (tenant) ID from Overview.
2. 2
   Add a client secret

   Certificates & secrets → New client secret. Copy the secret value and note when it expires.
3. 3
   Grant the calendar permission

   API permissions → Add a permission → Microsoft Graph → Application permissions → Calendars.ReadWrite → Grant admin consent.
4. 4
   Paste into TR-AI

   Calendar connection → Microsoft 365 → Organisation-wide: client ID, tenant ID (or your primary domain, e.g. acme.onmicrosoft.com) and secret. Enter a rep’s work e-mail and click Save and test.

Per-rep sign-in (either system)

• Google: create an OAuth client (Web application) in your Google Cloud project with the Calendar API enabled and an Internal consent screen; add the redirect URI shown on the Calendar connection panel.
• Microsoft: register an Entra app with platform Web and the redirect URI shown on the panel, delegated permissions Calendars.ReadWrite, User.Read, offline_access, openid and email, and a client secret.
• Paste the client ID and secret (and tenant ID for Microsoft), save, then each rep clicks “Connect calendar” and signs in with their work account.