Advisor OS / Lead follow-up

Lead follow-up

Lead follow-up without chasing your team to ask who replied

Leads go cold when the first reply is late and nobody owns the next step. We set up the follow-up with your team: first replies, next steps, reminders, and a view of who's waiting.

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30 minutes, times shown in your timezone

Leads · next stepsIllustrative

Rina · Facebook adWrote 9:40pm, nobody has repliedWaiting on you

Marcus · website formCheck-in on 3 Nov, the date he asked forScheduled

Aisha · referralMeeting Thu 2:30pm, reminder that morningBooked

Ken · WhatsAppNever replied to our first message; follow-ups offNo follow-up

1 chat waiting on your team

What good follow-up looks like

Common lead follow-up mistakes, and what to do instead

Reply while they're keenThe usual mistake is a first reply that waits until a rep is out of a meeting. Send it from the advisor's own number as the lead comes in.
Give every lead a next stepA lead with no next step is a lead nobody calls. Each one needs a what and a when: a check-in, a meeting, or waiting for their answer.
Follow up once, not five timesOn WhatsApp, one follow-up a day after a quiet spell is usually enough. Chasing someone who never replied, again and again, is how a number gets restricted.
Remind them before the meetingA booked appointment isn't a met one. Send a reminder on the morning of the meeting and again before it starts.

First reply

A first reply that doesn't wait for a free rep

Right now a lead from your Facebook ad waits until someone is out of a meeting. We set up a first message that goes out from the advisor's own WhatsApp number with the lead's name in it, and an AI agent that answers when they write back, night enquiries included.

A first message, with their name, from the advisor's own number
Replies answered in your team's words
A person takes over when one is needed

Priya · website formIllustrative

Hi Priya, Daniel here. Thanks for asking about a portfolio review. Can I ask you two quick questions first?8:02pm · first message

Sure, go ahead8:20pm

Great. Is this for yourself, or with your partner too?8:20pm · agent, as Daniel

Next step on every lead

See every lead's next step right now

Today the next step lives in each rep's head. Here each chat says what goes out next, when, and who sends it: a check-in tomorrow, a call-back on the date they asked for, or nothing until the lead replies. Leads sit on a board by stage, and booking a meeting moves the card.

What goes out next, and when
Stages that match how your team sells
The card moves when a meeting is booked

Next from usIllustrative

MarcusCheck-in on 3 Nov, the date he asked for, by the agentScheduled

AishaMeeting Thu 2:30pm, card moved to Appointment setBooked

KenNothing until he repliesTheir move

Who's waiting

See who's waiting on a reply without asking anyone

You shouldn't have to message the team group to find out who replied. The team inbox counts the chats waiting on you, where the lead wrote last and nobody answered. A Follow up now button lists them with a draft reply for each, and nothing goes until someone approves it or types over it.

A Waiting on you count in the team inbox
A draft for each chat, sent only when approved
Read-only access for managers who only want to look

Waiting on you: 2Illustrative

RinaWrote 9:40pm about a reviewDraft ready

SamAsked which day worksDraft ready

Follow up nowTwo drafts, sent only when someone approvesReview

Appointment reminders

Every appointment gets a reminder, set once

A meeting booked last week is easy to forget. Reminders go out on WhatsApp on the morning of the appointment and two hours before, or at the times you pick. You set it up once and every booking gets it.

Morning-of and two hours before, by default
Set in a workflow or switched on in the agent
Other nudges pause while a meeting is still to come

Reminders · Aisha, Thu 2:30pmIllustrative

Thu 9:00amMorning-of reminder on WhatsAppDefault

Thu 12:30pmTwo hours before the meetingDefault

Other nudgesPaused until the meetingHeld

Follow-ups

Follow-ups that stop at two, not a sequence of ten

A sequence that runs until the lead replies works for email. On WhatsApp, chasing people who never replied is how a number gets restricted. So follow-ups start switched off. Turned on, they go once or twice, as the advisor picks, each at least a day after the last message and only in the follow-up hours, and the count covers people who never replied as well. Then it stops until the lead writes.

Off until the advisor turns them on
Once or twice at most, a day apart at the earliest
If a lead asks to talk next month, it checks in then

Who hears from itIllustrative

Follow-ups offThe default. Quiet leads get no chaserNo follow-up

Follow-ups set to onceOne message a day after the last, in the follow-up hoursOnce

Asked to talk next monthChecks in on the date they gaveScheduled

Set up with you

A follow-up system set up with you

We start with the step where your leads go cold: the first reply, the next step, the reminder or the follow-up. We set that up with your team first, then add the next piece. It runs on ActivityTracker, our own software, and if a rep keeps getting stuck on one step, that's the step we coach.

Start with the step that leaks
Your stages, your messages, your booking pages
Coaching on the step a rep is stuck on

Your setup, step by stepIllustrative

1. First replyFrom each advisor's own numberStart here

2. Next stepsOn every chat, visible to the managerNext

3. RemindersBefore every booked meetingThen

Before you link a number

The AI agent and the WhatsApp inbox link your number as a device, the way WhatsApp Web does. WhatsApp's linked devices page warns that linking your device through unofficial apps or websites may put your account at risk. Nobody can promise a number won't be restricted. What we control is how it sends: follow-ups off unless you turn them on and never more than two, first messages to new leads spaced about an hour apart on each number, and nothing outside the hours you set.

Questions

Questions teams ask first

What is lead follow-up?

Everything between a lead asking and a lead deciding: the first reply, the questions, the next step, the reminder before a meeting, and the check-in when they go quiet.

How fast should we reply to a new lead?

As soon as you can, while they're still thinking about you. The longer a lead waits, the more likely they've asked someone else. That's why the first message goes out from your number as the lead comes in.

How many times should we follow up?

On WhatsApp, fewer times than most guides say. The agent's follow-ups start off, and the most it allows is two, each at least a day after the last message. A lead who asks you to try later hears from you when they asked.

Do we need a new CRM?

It runs on ActivityTracker, which holds your leads, chats and stages in one place. Bring the spreadsheet you keep now and we'll start from it.

Does an AI reply to every lead?

Only where you want it to. You can use the AI appointment setter for night enquiries and keep the rest with your reps. Either way a person takes over when one is needed.

Can the manager see each rep's chats?

Yes, when a rep's number is shared with them, and access can be read-only. Every message sits on the lead's chat, whether a rep or the agent sent it.

Could a WhatsApp number get restricted?

It could, and nobody can honestly promise otherwise. That's why follow-ups start off and stop at two, first messages to new leads go out about an hour apart on each number, and nothing goes outside the hours you set.

What does it cost?

We go through pricing on the call, once we've seen where your leads go cold.

Stop chasing your team about who followed up

Bring one lead that went cold. We'll show you where the follow-up broke and how we'd set it up, and tell you plainly if it fits your team.

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