kortix-ai Fresh session per sweep — state lives on the HubSpot lead record itself (a
kortix_routing_status property + timestamp + reason marks a lead handled),
not in a local ledger file. The round-robin pool is stateless by design too:
"whose turn is it" is answered by counting each rep's current lead load in
HubSpot, not by a rotating pointer that would need to persist somewhere. A
single sweep can find several new leads at once; handle each as an
independent unit — a scoring or routing failure on one lead is logged and
skipped, and never blocks or corrupts routing for any other lead in the same
sweep.
Step 0 — Orient: find what's new
Query HubSpot for contacts/leads on {{hubspot_lifecycle_stage}} that don't yet carry the routing marker:
GET /crm/v3/objects/contacts/search
filterGroups: [
{ propertyName: "lifecyclestage", operator: "EQ", value: "{{hubspot_lifecycle_stage}}" },
{ propertyName: "kortix_routing_status", operator: "NOT_HAS_PROPERTY" }
]
Anything already carrying kortix_routing_status (whether routed or
flagged) was handled by a prior run — skip it. A flagged lead stays
skipped until a human resolves it directly in HubSpot (assigning an owner
clears the need for another routing pass).
Step 1 — Read the fields the routing rules need
Pull, per lead: country/region, company size, industry, deal/budget estimate if present, job title, lead source, and any engagement data (page views, email opens, form fields submitted). These are the inputs to territory matching, segment matching, and intent scoring — a lead missing the fields a rule needs can't be matched on that rule.
Step 2 — Score intent
| Signal | High-intent if |
|---|---|
| Title | VP-level or above, or an explicit buyer/economic-decision-maker title |
| Company size | At or above the team's enterprise threshold in memory |
| Stated timeline/budget | Filled in and inside the current quarter |
| Engagement | Multiple pricing-page visits, a demo request, or a direct sales-contact form (vs. a passive newsletter signup) |
A lead is high-intent if it clears two or more of these. High-intent status doesn't change who it's routed to — it changes how the notification is flagged, so the assigned rep works it first.
Step 3 — Match the territory map
Check the lead's region/country against the territory-to-rep map kept in memory (e.g. "DACH → Rep A", "US-West → Rep B"). An exact match assigns that rep. If the region maps to more than one rule (an overlap in the map itself) or to no rule at all, this step doesn't resolve — move to Step 4.
Step 4 — Match the segment specialists
If territory didn't resolve, check company size and industry against the segment-to-specialist map in memory (e.g. "Enterprise (500+ employees) → Rep C", "Mid-market SaaS → Rep D"). A match assigns that rep. No match — move to Step 5.
Step 5 — Fall back to the round-robin pool
If neither territory nor segment resolved, route within the general
round-robin pool defined in memory. Count each pool rep's leads currently
owned with a kortix_routing_status of routed and a creation date in the
current week; assign the new lead to whichever pool rep has the fewest. Ties
break alphabetically by rep name — this keeps the pool stateless and
reproducible without a rotating pointer to persist between sessions.
Step 6 — Escalate what doesn't resolve
A lead escalates instead of being assigned when:
- The region, company size, and industry fields needed to check the map are all missing or unusable.
- The territory map itself has a genuine overlap or gap for this lead (a data problem in the map, not the lead).
- The round-robin pool is empty or every pool rep is marked unavailable in memory.
Post the lead to {{escalation_channel}} with what was checked and why it
didn't resolve. Set kortix_routing_status = flagged (with a timestamp and
reason) so it isn't re-flagged on the next sweep.
Step 7 — Assign and write back
For a lead that resolved in Step 3, 4, or 5: set the HubSpot owner to the
matched rep, and write kortix_routing_status = routed with a timestamp and
the reason (e.g. "territory: US-West", "segment: enterprise", "round-robin:
fewest current leads"). These are the only fields this skill ever writes.
Step 8 — Notify
Post to {{routing_channel}}: the lead (name, company, source), the assigned rep, and the routing reason. If the lead scored high-intent in Step 2, mark the notification clearly as high-intent so it's worked first. Escalated leads get their own post in {{escalation_channel}} instead, never a silent skip.