Routing demo requests to a booked meeting with Default

A demo request is a form on your website where a buyer asks to talk to sales. Demo request routing decides who that buyer meets, and books the meeting before they leave the page. Default qualifies inbound demo requests, routes them, and books the meeting in 1 workflow: it checks the request, finds the account the person belongs to, opens the right rep’s calendar on the same page, and follows up with people who don’t book. This page walks through the whole motion. The feature pages it links to hold the detail for each step.

Demo request routing at a glance

Step	Feature or node	What it does
1. Capture	Form Submission or API trigger	Starts a run with the form answers.
2. Qualify	Multi-Branch and Enrich Data	Turns away personal email addresses, fills in company details, and checks fit.
3. Match	Match Record	Finds the Salesforce Account or HubSpot Company for the email’s domain.
4. Route	Display Scheduler hosts	Matched people book with the account owner. Everyone else books with the next rep in a queue.
5. Book	Display Scheduler	Opens the calendar on your page and continues on Booked when the person books.
6. Recover	The Not booked branch	Follows up with people who leave without booking.
7. Remind	Event reminders and the Meeting Status trigger	Sends reminders before the meeting and follows up on no-shows.

Demo request forms Default can route

Default routes the demo request form you already have, or one you create in Default. Every option needs an email field, because a submission without an email address starts no workflow.

Where the form lives	How the submission reaches Default	Setup guide
A form you create in Default	In Forms, select Create new, then New form. Default doesn’t design or host the form: you place it on your site with the code from its Install tab, either Embed this form or Use the SDK, and style it yourself.	Create a form in Default
A form coded into your page	The Pixel captures it once you add it with Catalog forms.	Your forms
A HubSpot form	The Pixel captures it. Set the form to show a thank-you message instead of redirecting, so the calendar has a page to open on.	HubSpot forms
A Marketo form	The Pixel captures it and tells Marketo to skip the form’s follow-up page.	Marketo forms
A Pardot form	Your page reports the submission with the Forms software development kit (SDK). The Pixel doesn’t capture Pardot submissions on its own.	Pardot forms
Your own server	Your server calls the API trigger. The response carries a booking page link to show the person.	Route and book through the API

Setup for demo request routing

Requirement	Where	Why
The Pixel on the pages with the form, loading with the page	Signals. See Set up the Pixel and Forms SDK.	It captures the submission and opens the calendar. The API trigger doesn’t need it.
The form added to Default, with its email field mapped	Forms. See Your forms.	Default only accepts submissions from forms it knows.
Salesforce or HubSpot connected	Settings → Integrations. See Salesforce or HubSpot.	Match Record reads the account and its owner.
Each rep mapped to their CRM user	Settings → Users, then a member’s Integrations. See Users.	Default turns the account owner into the Default user whose calendar it shows, and writes the booked rep back as the CRM owner.
A queue of reps for new accounts	Routing → Queues and Policies. See Queues and Policies.	The queue’s policy picks the rep for people without an account. Include Meetings in the policy’s Assignment Units so the queue counts these bookings.
A demo event hosted by the queue	Scheduling → Event Types. Create a Team event and add the queue as a host. See Events.	The calendar offers this event’s times.
A connected calendar for every rep	Each rep’s My Calendar settings, under Calendars. See My Calendar.	Default books on the rep’s calendar.
Enrichment providers or a waterfall	Waterfalls	Enrich Data uses them. You don’t need an account or API key with the provider. Default bills enrichment in credits.

Build a demo request routing workflow

This example routes a Request a demo form in Salesforce. People from an existing Account book with the Account owner. Everyone else books with the next rep in a queue named Inbound AEs through a Team event named 30-minute demo.

Start from the demo request form

In Workflows, create a workflow and add the Form Submission trigger. Set Connected Form to Request a demo. For requests your server sends, use the API trigger with the same form instead.

Turn away personal email addresses

Add Multi-Branch with a branch named Personal email whose condition is the form’s email field is not work domain. Connect that branch to a Redirect node that sends the visitor to a page asking for a work email. Checking before Enrich Data saves enrichment credits.

Enrich the request and check fit

On Else, add Enrich Data with Enrichment target set to Both and your waterfall as Enrichment source. Then add a second Multi-Branch with a branch named Qualified, for example where the enriched number of employees is at least 50. On its Else, add Redirect to a resources page. For more checks, see Lead qualification.

Find the existing account

On Qualified, add Match Record. Set CRM to Salesforce and Record to Account. Under Match Details, select Edit, choose the Website field and the domain matches operator, pick the email from the trigger, and choose Domain from email. Select Save changes. Under Prioritize matched records by, select Add tiebreaker and choose Largest by employees.

Book matched people with the account owner

On Match, add Display Scheduler and set Event to 30-minute demo. Turn off Use event hosts and add the Account’s Owner ID from the Match Record step as the host. Set Fallback Host (Optional) to a team lead, so the person still sees times when the owner has none.

Book everyone else with the queue

On No Match, add a second Display Scheduler with Event set to 30-minute demo, and leave Use event hosts on. The event’s queue host, Inbound AEs, picks the rep with its routing policy.

Record the booking in Salesforce

On each Booked branch, add Create Record with Platform set to Salesforce and Record Type set to Lead. In Mapped Fields, map the name, email, and company, and set Owner ID to the User ID of the Primary host, under Scheduling in the data picker.

Follow up with people who don't book

On the owner’s Not booked branch, add Send Slack Message to the Account’s Owner ID so the owner can reach out. On the queue’s Not booked branch, add Round-Robin with Inbound AEs and a sequencing node that sends as Latest assigned user. See Leads who didn’t book.

Test and publish

Select Test, fill in a sample with your own work email, and select Run Test. Then select Publish and check that the status next to the deployment switch reads Live. A new workflow goes live when you first publish it. If the status reads Paused, turn the switch on. Then submit the form on your live page with a test email, and the calendar opens on the page.

A test books a real meeting on the rep’s calendar, writes to Salesforce, and counts toward the queue’s round robin. Use test records, and cancel test meetings in Meetings.

Keep the nodes before each Display Scheduler to the ones that decide the host, because the person waits while they run. Put CRM writes, alerts, and other steps on the Booked and Not booked branches. See How Default books a meeting from a form submission. A few refinements:

Send only current reps’ accounts to their owner. Add a condition to Match Details that the Account’s Owner ID equals your account executives’ queue, joined with and. Accounts owned by anyone else take No Match and go to the queue. See Salesforce lead-to-account matching.
Avoid duplicate records. Check for an existing Lead or Contact before Create Record, so a repeat request doesn’t create a second record. See Salesforce contact matching.
Pick the right fallback. When the owner has no Default user mapping, Default hosts the meeting with the Fallback Host (Optional) only when it is a member. A queue as the fallback covers an owner with no open times, not a missing mapping.

Salesforce and HubSpot differences

Step	Salesforce	HubSpot
Find the account	Record set to Account. Match the Account’s Website with domain matches.	Record set to Company. Match the Company Domain Name property with domain matches.
Host on Match	The Account’s Owner ID	The Company owner property
Rep mapping in Settings → Users	Salesforce User ID	HubSpot Owner ID
Record the person	Create Record for a Lead, with the owner in Owner ID	Create Record for a Contact, with the owner in the contact owner property. Match the contact first, so a repeat request doesn’t create a second contact.

For the HubSpot steps, see HubSpot contact-to-company matching and HubSpot contact matching.

Use Rules of Engagement for fit and territory

When fit rules and territories decide who takes a demo request, a Rules of Engagement ruleset can replace the fit check and the queue choice. Rules that disqualify route to No one, and the others route to a queue, for example by region or company size. Place the Rules of Engagement node after Enrich Data and connect Resolved to Match Record. On No Match, turn off Use event hosts in Display Scheduler and set the host to Latest resolved user. On that scheduler’s Booked branch, set Owner ID to Latest resolved user, so the pick counts toward the queue when its policy includes Objects in Assignment Units. The Match branch still books with the account owner, so its Booked branch keeps Owner ID set to the Primary host. Connect Else to your not-qualified path. See Qualify and route with Rules of Engagement for the ruleset and for the check when a queue has no active members.

Reduce no-shows after a demo request is booked

Turn on reminders for the demo event. New events start with reminders off. Open the event, go to Messages, then the Reminders tab, turn on Enable reminders, and select Add reminder for each one, for example 1 day and 15 minutes before. Reminders go by email and text message (SMS).
Give guests a way to reschedule. Put reschedule and cancel links in the reminder, so a guest moves the meeting instead of skipping it.
Follow up on no-shows. Reps mark a no-show by hand with Mark as no-show. A workflow that starts on the Meeting Status trigger with No show selected can alert the host and add the person to a sequence.

See Reminders and no-shows.

Check that demo requests route and book

The run. Open the workflow and select Runs, then open a run. It shows the path the request took, whether Match Record found an Account, and when the Display Scheduler node waited, booked, or continued without a booking. See Run logs.
The queue’s pick. In Routing, select Assignments, then Meeting assignments, and open the row to see why the queue chose that rep. Meetings booked with the account owner don’t appear here, because no queue picked them. See Routing logs.
The meeting. The booked meeting is listed in Meetings.
The CRM record. The Lead or Contact shows the rep the person booked with as its owner.

Troubleshoot demo request routing

What you see	What to check
The form submits, but no calendar appears	Check that the workflow reads Live, that the submission has an email, and that the Pixel loads with the page. See Troubleshoot form scheduling.
Publishing fails because another workflow already responds to the visitor	1 form can have only 1 live workflow with a Display Scheduler or Redirect node. Pause the other workflow or combine the 2.
A person from a known account books with the queue	Match Record took No Match. Check the run: the email may use a personal domain, or the Account’s Website may be empty or on another domain.
The run fails at the owner’s Display Scheduler with “Display Scheduler CRM user could not be mapped to a Default user”	Map the owner in Settings → Users, or set a member as Fallback Host (Optional).
The calendar shows no times	Check that the hosts have connected calendars and open time in the event’s availability. For the queue, check that it has active members who aren’t out of office.
Queue bookings don’t count toward the round robin	Include Meetings in the policy’s Assignment Units.

​Demo request routing at a glance

​Demo request forms Default can route

​Setup for demo request routing

​Build a demo request routing workflow

​Salesforce and HubSpot differences

​Use Rules of Engagement for fit and territory

​Reduce no-shows after a demo request is booked

​Check that demo requests route and book

​Troubleshoot demo request routing

Demo request routing at a glance

Demo request forms Default can route

Setup for demo request routing

Build a demo request routing workflow

Salesforce and HubSpot differences

Use Rules of Engagement for fit and territory

Reduce no-shows after a demo request is booked

Check that demo requests route and book

Troubleshoot demo request routing