Contents:

• Overview
• Prerequisites
• Use Cases
• Setting Up Routing Links
• Configuring Your BFF Graph for Routing Links
• Creating a Routing Link
• Using URL Parameters
• Managing Routing Links
• Monitoring and Tracking
• FAQs

 

Overview

Routing Links is a BookIt feature that enables you to create scheduling links with dynamic routing capabilities powered by BookIt for Forms (BFF) logic. Unlike standard BookIt Links where meeting hosts are predetermined, Routing Links automatically select the appropriate host based on prospect information collected through a customizable form and your configured routing rules.

A Routing Link includes its own form to collect prospect information such as name, email, and company details. This information is processed through your deployed BookIt for Forms graph routing logic to determine the best meeting host(s) based on your business rules, such as territory, account ownership, or round robin distribution.

Key capabilities include:

• Dynamic host selection using BookIt for Forms FlowBuilder routing logic.
• Customizable forms to collect prospect information.
• Lead/Contact creation and updating through the routing process.
• URL parameter support to pre-fill form fields for frictionless scheduling.
• Integration with BFF meeting types and Additional Questions.
• Multi-Meeting Type landing page support.
• Comprehensive logging in BookIt Links Meeting Logs and BFF Audit Logs.

 

Prerequisites

Before setting up Routing Links, ensure you have:

• Product Licenses: Your organization must be subscribed to both BookIt for Forms (BFF) and BookIt Links.
• Admin Access: Only BookIt Admins and Managers can create Routing Links.
• BookIt for Forms Graph: A deployed BFF graph with routing logic configured (you will add Routing Links-specific nodes to this graph).
• Meeting Types: BFF admin-managed meeting types configured for your scheduling needs.

 

Use Cases

Routing Links are particularly useful in scenarios where you need to combine form submission with intelligent routing such as:

• Email Campaign Personalization
• Webinar Follow-Up
• Website Conversion Without Web Development
• Use Routing Links with Chatbots

 

Setting Up Routing Links

Setting up Routing Links involves two main steps:

• Configuring your BFF graph with Routing Link-specific nodes.
• Creating the Routing Link itself through the Links Wizard.

Configuring Your BFF Graph for Routing Links

Adding the Routing Link Trigger Node

Navigate to your BFF graph in LeanData Dashboard > BookIt for Forms > FlowBuilder.

From the node menu, drag a New Routing Link Prospect Trigger node onto your canvas.

Configuring Form Field Mappings

In the Routing Link Trigger Node, you'll map form fields to variables that can be used throughout your routing logic. The Trigger Node is the source of truth for each field's data type, and the Routing Link form will inherit and enforce that data type at input.

Required Pre-populated Mappings:

• First Name (Text)
• Last Name (Text)
• Email (Text)
• BookIt Log ID (Text) - Automatically included for tracking

Deletable Pre-populated Mappings:

• Company (Text) - Required for Lead creation, but can be hidden on the form if desired.

Additional Mappings: You can add additional field mappings as needed for your routing logic. Each additional mapping can be configured as Text, Number, True/False, Phone, or Object. When configuring the Routing Links form, you can choose which of these fields will be shown.

Exact Match Behavior

When a Lead ID or Contact ID is passed through the URL parameters, the trigger node performs an exact match to find the existing record. You must select the matching object type (Lead or Contact) when assigning the variable in the trigger node.

• Note: To check whether this variable has been populated in your graph, use the NOT NULL operator to verify whether the Lead/Contact ID is included. The IS NULL operator will not work for this purpose.

Adding Create and Update Record Nodes

Routing Links includes specialized action nodes for creating and updating Leads/Contacts during the routing process. These will be found in your BookIt for Forms graphs, but will only take the intended action if the original trigger was the Routing Links Trigger node.

• Create Record Node: Creates a new Lead or Contact. This node's action will execute asynchronously after routing is complete to avoid impacting scheduling page load times.
• Update Record Node: Updates an existing Lead or Contact. You can specify which fields to update.

Important Notes:

• These nodes must be placed before the Schedule node in your graph as the Schedule nodes are terminal nodes.
• These nodes only execute when routing enters through a Routing Link Trigger Node (they are skipped for standard BFF webform triggers).

Understanding and Mapping the BookIt Log ID

The BookIt Log ID is a critical component for successfully associating Routing Links bookings with Salesforce records. The Log ID is a unique identifier that associates the scheduling transaction to the record you are creating or updating.

Why the BookIt Log ID is Important:

• Record Association: The Log ID connects the routing log (visible in BFF Audit Logs) to the meeting log and the actual booking.
• Event Creation: Salesforce Event creation requires the BookIt Log ID to be stamped on the associated Lead or Contact record. Without this association, events cannot be properly created or linked.
• Tracking and Reporting: The Log ID enables you to track which Salesforce records are associated with specific Routing Links meetings.

For Create Record Nodes:

When you select Lead or Contact as the record type to create, the BookIt Log ID mapping is automatically pre-populated to the appropriate field. This ensures that newly created records are associated with the booking.

For Update Record Nodes:

When updating an existing record, you must manually map the BookIt Log ID variable to the correct field on your Lead or Contact record. This is essential when booking with existing records to ensure the Lead / Contact and also the corresponding Salesforce Event is properly associated.

To map the BookIt Log ID in an Update Record Node:

1. In your Update Record Node, add a field mapping.
2. Select the BookIt Log ID variable from your trigger node variables.
3. Map it to the field configured in your BookIt Settings > BookIt for Forms settings (the same field used for standard BFF form submissions).

 

Creating a Routing Link

After configuring your BFF graph, you can create Routing Links through the BookIt Links interface. Only BookIt Admins can create Routing Links, but non-admins can add them to their My Links page from the Links Library after they have been created.

Navigate to BookIt > BookIt Links > Link Management.

Click Create Link and select Routing Link from the link type options.

The Routing Link wizard guides you through the following configuration steps:

Step 1: Select Trigger Node

Choose the BFF graph and Routing Link Trigger Node that this link should use. Only deployed graphs with Routing Link Trigger Nodes will appear in the dropdown.

Step 2: Choose Form Fields

Select which form fields from your trigger node should be shown in the Routing Link form. The required fields (First Name, Last Name, Email) are automatically included.

 

Step 3: Configure Form Fields

For each form field, configure:

• Label: The display label that prospects will see on the form.
• Required/Optional: Whether the field must be filled out.

• Picklist: For fields mapped as Text in the Trigger Node, you can give prospects a defined list of values instead of a free text input. Enter one value per line, in the order you want them to appear. Select Use first value as the default value to preselect the top value. When no default is set, the field shows a Select [Field Name] placeholder until the prospect makes a selection.

Picklist fields appear on the form as a searchable dropdown. The value a prospect selects is passed to your BookIt for Forms graph as a text value, so you can route on it the same way you route on any other form field.

Step 4: Set Up Form

Configure additional form settings such as:

• Form description
• Company Logo
• Theme Color

Step 5: Enter Link Details

Provide:

• Link Name: Internal name for identifying this Routing Link.
• Link Description: Optional description for your reference.
• Expiration Date: Optional date when this link should expire.

Step 6: Preview Link Details

Review your Routing Link configuration before generating the link. Click Save & Generate Link to create your Routing Link.

Step 7: Generate Link

Generate your Routing Link URL. You can now copy this link and use it in your campaigns, emails, or website.

Using URL Parameters

Routing Links support URL parameters to pre-fill form fields, enabling frictionless scheduling experiences when prospect information is already known.

Parameter Format

URL parameters must match the form field API names configured in your Routing Link Trigger Node. Append parameters to your Routing Link URL using standard URL syntax (using & between parameters):

https://app.leandata.com/routinglink/[link-id]?firstName=John&lastName=Smith&email=john.smith@example.com

Any form field (whether shown or hidden) can be pre-filled using URL parameters. This is particularly useful for:

• Pre-filling prospect contact information from your CRM or marketing automation tool.
• Passing Lead IDs or Contact IDs for exact match routing without displaying them on the form.
• Pre-populating company size, territory, or other qualifying information.

Pre-filling Additional Questions

If a Routing Link form field name matches an Additional Question field name in your meeting type, the Additional Question will automatically be pre-filled with the value from the Routing Link form. This reduces friction for prospects and ensures consistent data capture.

Additional Guest Emails Parameter

You can use URL parameters to pre-fill additional guest emails for anyone you want invited to the meeting. Include &additionalGuestEmails in your URL.

Force Mobile Orientation Parameter

You can use URL parameters to force a mobile orientation view by including &orientation=mobile in your URL.

skipForm Parameter

If all required Routing Link form fields are pre-filled via URL parameters, you can skip the form entirely by appending &skipForm=true to your URL.

One-Click Booking

In addition to the skipForm experience above, the Scheduling Info page that contains the Additional Questions step can also be skipped entirely. This behavior is controlled by a backend setting that must be enabled by the LeanData Support team.

 

Managing Routing Links

Viewing Routing Links

Although only BookIt admins can create or edit Routing Links, they will be visible in several locations within the BookIt Links interface:

Admin-Managed Links Tab:

• Routing Links display with a distinctive icon in the Name column.
• Meeting Type, Duration, Assigned to, and Lead Creation columns will not be populated (these are determined by the BFF graph)
• Use the Link Type: Routing filter to show only Routing Links.

All Links Tab:

• Only admins can edit and duplicate Routing Links.

My Links Tab:

• Non-admins can view Routing Links in read-only mode.
• Only admins can edit and duplicate Routing Links.

Links Library:

• Routing Links are available for reps to copy for easy access.

Editing Routing Links

To edit a Routing Link, navigate to the Link Management page, locate your Routing Link, and in the Actions menu that appears when you hover over the link, click the edit icon. The Routing Link wizard will open with your current configuration, allowing you to make changes and save.

You can also duplicate or delete a Routing Link from the Actions menu.

Chrome Extension Access

Routing Links are displayed in the BookIt Chrome Extension, allowing reps to easily access and share Routing Links from within their browser.

 

Monitoring and Tracking

BFF Audit Logs

All meetings booked through Routing Links appear in the BookIt for Forms Audit Logs (BookIt for Forms > Audit Logs).

The Routing Link Trigger Node name appears in the Path column, and you can filter audit logs by Routing Link Trigger Node name using the Node Name filter.

BookIt Links Meeting Logs

Routing Links meetings also appear in the Links Meeting Logs (BookIt > Links > Meeting Logs).

To provide easy access to BFF audit logs:

• The Audit Log column is pinned as the last column.
• When a Routing Link meeting is booked, a View hyperlink appears in the Audit Log column.
• Clicking View takes you directly to the BFF Audit Log for that meeting.

Use the Link Type: Routing filter to show only Routing Link meetings.

Meeting Log Object

Routing Links populate the same fields in the Meeting Log Object as standard BookIt Links and BFF meetings, enabling consistent reporting across all meeting types.

Salesforce Event Creation

When a meeting is booked through a Routing Link, a Salesforce Event is created according to your Schedule node configuration. Additional Questions responses are written to the Event's Description field, just as they are for standard BFF meetings.

Please note that the Lead or Contact you associate the Event with must have the BookIt Log ID stamped on the record to ensure proper association.

When creating a new Lead or Contact, the mapping will be pre-populated in the Create Record Node. When associating with an existing Lead or Contact, use the Update Record Node to populate the BookIt Log ID into the appropriate field.

FAQs

Who can create Routing Links?

• Only BookIt Admins and Managers can create and modify Routing Links. Reps can copy Routing Links from the Links Library for easy access, but cannot create or edit them.

Do Routing Links connect to Marketing Automation Platforms?

• No, Routing Links do not directly connect to Marketing Automation Platforms (MAPs). Instead, Routing Links can create and update Leads/Contacts directly in Salesforce through action nodes in your BFF graph, bypassing the need for MAP integration.

How are Leads created from Routing Link form submissions?

• Leads and Contacts are created through Create Lead/Contact action nodes within your deployed BFF graph. These nodes are Routing Link-specific—meaning they are skipped when prospects submit through standard webforms connected to your MAP.

Can Routing Link form fields be pre-filled?

• Yes, form fields can be pre-filled using URL parameters. If all required fields are pre-filled, the Routing Link form can be skipped entirely by appending &skipForm=true to the URL.

What happens if a prospect submits the form but doesn't schedule a meeting?

• The form submission is captured in the BFF audit log, and any configured Create/Update Lead/Contact nodes will still execute. This ensures prospect information is captured even if they don't complete the scheduling process.

Can I use the same BFF graph for both Routing Links and Marketing Automation webforms?

• Yes. You can add multiple trigger nodes to a single BFF graph. Create/Update Lead/Contact nodes only execute when routing enters through a Routing Link Trigger Node—they are automatically skipped for webform triggers since your MAP will handle lead creation.

Do global BookIt Links settings affect Routing Links?

• No, global BookIt Links settings do not affect Routing Links. All configuration for a Routing Link is done within the BFF graph and the Routing Link wizard.

What meeting types can I use with Routing Links?

• Routing Links use BookIt for Forms meeting types. The meeting type that your Routing Link will use is specified within the Schedule node configuration, including if multiple types are selected.

How do I track which Routing Link generated a meeting?

• The Routing Link Trigger Node name appears in the BFF Audit Logs Path column. You can also identify Routing Link meetings in the Links Meeting Logs by filtering for Link Type: Routing.

What data types are supported in Routing Link form fields?

• Text, Number, True/False, Phone, and Object. The data type is set on the field's mapping in the Routing Link Trigger Node, and the Routing Link form will validate input against that type before submission. Fields mapped as Text can also be configured as a picklist in Step 3 of the Routing Link wizard, which presents prospects with a defined list of values in a searchable dropdown. Picklists are single-select.

What happens if the Routing Link Trigger Node referenced by my link is deleted or renamed?

• The Routing Link can no longer resolve to a valid trigger node, so the submission will fail before routing runs. To resolve, either point the link to a valid Routing Links Trigger Node, or open the deployed graph in FlowBuilder and restore a Routing Links Trigger Node whose name matches what the link expects.

For questions or additional assistance please contact LeanData Support.