How The Hot Score Works
The Hot Score is a number from 0 to 100 that shows how likely a lead is to book your venue. The higher the score, the more engaged and ready-to-book that lead is.
Think of it like a temperature gauge. The hotter the lead, the more attention they deserve right now.
Hot Scores are automatically recalculated as leads interact with your venue, so the number always reflects the most up-to-date picture.
What Goes Into the Score?
The Hot Score is built from six key factors:
1. Website Activity (Up to 15 Points)
We track which pages a lead visits on your website. Visiting booking-related pages is the strongest signal, followed by pricing pages, and then general research pages.
| Activity | Points |
|---|---|
| Visited booking or scheduling pages | 15 |
| Viewed pricing or packages | 10 |
| Browsed gallery, FAQs, or reviews | 5 |
2. Conversation Depth (Up to 20 Points)
Leads who reply multiple times are showing genuine interest. The more back-and-forth in the conversation, the higher this portion of the score.
| Replies | Points |
|---|---|
| 1 reply | 7 |
| 2 replies | 12 |
| 3–4 replies | 17 |
| 5 or more replies | 20 |
3. What They’re Saying (Up to 15 Points)
The system analyzes recent messages from the last 7 days to detect intent signals.
Positive Signals
- Booking language such as “book,” “tour,” “schedule,” or “availability” adds up to 8 points
- Urgency words such as “soon,” “ASAP,” “ready,” or “excited” add up to 5 points
- Longer, thoughtful replies add 2 additional points
Negative Signals
- Hesitation phrases such as “just looking,” “not ready,” or “too expensive” reduce the score by 10 points
4. Event Date (Up to 30 Points)
This is the largest single factor. Leads with event dates coming up soon score much higher because they need to make a decision.
| Time Until Event | Points |
|---|---|
| Within 1 month | 30 |
| 1–2 months out | 27 |
| 2–3 months out | 25 |
| 3–4 months out | 22 |
| 4–6 months out | 18 |
| 6–9 months out | 12 |
| 9–12 months out | 8 |
| Over a year away | 4 |
| Event date has passed | 0 |
5. Lead Stage (Up to 5 Points)
Where a lead is in your pipeline also contributes to their score.
| Stage | Points |
|---|---|
| Tour scheduled | 5 |
| Tour no-show | 2 |
| New inquiry | 0 |
6. Email and Website Engagement (Up to 15 Points)
We track recent activity over the past 7 days across three engagement areas:
-
Email opens
Opening your emails frequently (5 or more times) earns up to 7 points
-
Link clicks
Clicking links in your messages earns up to 5 points
-
Return visits
Coming back to your site on multiple days earns up to 3 points
Score Decay: Freshness Matters
If a lead was active last week but has gone quiet, their score will gradually decrease. This ensures your hottest leads are always the ones actively engaging right now.
| Days Since Last Activity | Score Reduction |
|---|---|
| 0–2 days | None |
| 3–5 days | 5 percent |
| 6–7 days | 15 percent |
| 8–10 days | 30 percent |
| 11–14 days | 50 percent |
| 15–21 days | 70 percent |
| 22–30 days | 85 percent |
| 30 or more days | 95 percent |
The score never drops to absolute zero. A small baseline remains so you can still identify which cold leads previously showed strong interest.
How to Use the Hot Score
70–100
These leads are hot. Prioritize fast, personal follow-up.
40–69
Warm leads with solid interest. Keep the conversation moving.
15–39
Cooling off. Consider a nudge or fresh outreach to re-engage them.
0–14
Cold or very early stage. The AI will continue nurturing these automatically.
The Hot Score updates in real time. Check it often to see which leads are trending upward and ready for your attention.