Sales reference

What happens to a lead — by email.

Two scenarios, side-by-side. Same plumbing underneath — the only things that change are who the lead is assigned to and which name shows in the inbox.

Agent-captured

Cold lead

Email sent

Scheduled job

Scenario A

Agent signs up a lead

The agent is logged in and in Selling Mode (the bm_agent cookie is set). The lead is assigned directly to that agent — the public round-robin queue is untouched.

Lead submits the form

Form posted while the agent's signed cookie is present.

Assign directly to the agent

We verify the cookie, confirm the agent is active, and assign the lead to them. The rotation counter does not move — cold leads are counted separately.

Save lead + schedule 7 PM follow-up

Lead row is written with captured_by_agent = true and a follow-up time set to the next 7 PM in the lead's local timezone.

Immediate

Confirmation email → Lead

From{Agent} at Bay Media <noreply@baymedia.ai>

Reply-toAgent's personal email

SubjectThanks {firstName} — let's pick this up

BodySigned by the agent personally ("This is {Agent} and I'm just confirming…").

Immediate

New-lead alert → Agent + Graham

FromBay Media Leads <noreply@baymedia.ai>

Reply-toThe lead's email address

ToThe assigned agent AND graham@baymedia.ai

SubjectNew Lead — {First Last}

Tag in body"Captured via Selling Mode"

Later — at 7 PM lead's local time

Presentation follow-up → Lead

Sent automatically by a background job (checks every 5 min).

From{Agent} at Bay Media

Reply-toAgent's personal email

SubjectA quick intro to Bay Media

Body"It's {Agent} again." — link to the Canva presentation, signed by the agent.

Scenario B

Cold lead from the website

A visitor submits the form anonymously — no agent cookie. The lead is assigned by round-robin across active agents.

Visitor submits the form

No cookie present — treated as a public visitor.

Round-robin assignment

The next agent in rotation is picked (next_assignee()). Order today: Katie → Gemma → Steve → Harry → Sean → repeat.

If rotation fails for any reason, falls back to the default agent.

Save lead + schedule 7 PM follow-up

Lead row written with captured_by_agent = false. Follow-up time set to the next 7 PM in the lead's local timezone.

Immediate

Confirmation email → Lead

FromBay Media <noreply@baymedia.ai>

Reply-tohello@baymedia.ai

SubjectThanks {firstName} — let's pick this up

BodySigned generically by "the Bay Media team" — agent isn't named yet.

Immediate

New-lead alert → Agent + Graham

FromBay Media Leads <noreply@baymedia.ai>

Reply-toThe lead's email address

ToThe assigned agent AND graham@baymedia.ai

SubjectNew Lead — {First Last}

Tag in body"Captured via website" (or "Book-a-call" if booked through that page)

Later — at 7 PM lead's local time

Presentation follow-up → Lead

Same scheduled job as Scenario A.

FromBay Media

Reply-tohello@baymedia.ai

SubjectA quick intro to Bay Media

Body"It's the Bay Media team here." — link to the Canva presentation, signed "Bay Media".

One-line cheat sheet

Email	When	Agent-captured	Cold lead
Confirmation	Immediately	From {Agent}, replies go to the agent	From Bay Media, replies go to hello@
Agent alert	Immediately	Always sent to assigned agent + graham@baymedia.ai. Reply-to is the lead.
Presentation	Next 7 PM (lead's timezone)	"It's {Agent} again." Replies go to the agent.	"It's the Bay Media team here." Replies go to hello@.

Why two queues?

Agent-captured leads are not counted in the public rotation. If you sign up three leads in a row, the next cold visitor still goes to whichever agent is next in line.

Why 7 PM local?

The presentation follow-up lands at the end of the lead's working day — when they're more likely to actually read it, not when they just submitted the form.

Idempotent

Each lead can only receive the presentation email once — the system stamps it after sending so the cron can't double up.

Suppression

Unsubscribed, bounced or complained addresses are automatically skipped — no need to manage that manually.