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Playbook · Coaching

Quiet lead follow-up for coaches

Follow up a lead nobody has reached on day one, day three and day seven, then stop and hand it back to the owner.

Use this templateBrowse the library

Start the 14-day trial, then find it under Templates → Library. It installs into the client you choose, switched off, with its checklist.

Steps
14
Client fills in
4
Accounts
2
Starts
From a form, within seconds

Uses

Every step, in order

Branches show each arm; a step indented under one runs only on that arm. The words are the template’s own, and the client’s fields fill them in.

Why this workflow

A lead who did not answer the first call is not lost, but nobody owns the second and third attempt: they depend on someone remembering, and the follow-up dies on the first busy day. A fixed, short sequence that stops the moment anyone makes contact gets the second chance without pestering, and tells the owner when to let go.

  1. Starts whenA form is sent
  2. BranchA red flag?
  3. IfIf red flag
  4. TextText the owner: a person must reply
  5. TextTell them a person will call
  6. StopStop: handed to a person
  7. IfIf otherwise
  8. Wait · 1 dayWait a day
  9. BranchHas anyone reached them?
  10. IfIf not yet
  11. TextFirst follow-up
  12. Wait · 2 daysWait two more days
  13. BranchReached them yet?
  14. IfIf not yet
  15. EmailSecond follow-up
  16. Wait · 4 daysWait four more days
  17. BranchReached them yet?
  18. IfIf not yet
  19. TextLast message
  20. NotifyTell the owner
  21. IfIf contacted
  22. IfIf contacted
  23. IfIf contacted

What each client fills in

Business name
How messages sign off.
Booking link
Where a customer picks a time.
Owner’s email
Gets the summaries and the cases a person must handle.
Owner’s mobile
Texted at once when an enquiry names a red flag.

The accounts it needs

Each is the client’s own, stored encrypted and never copied between clients. Until one is added the client’s checklist shows it, and nothing runs.

After you install it

It lands switched off. The client’s checklist holds exactly this:

  1. Pick the client’s form that starts it
  2. Connect the client’s Twilio (SMS), for “Text the owner: a person must reply”, “Tell them a person will call”, “First follow-up” and “Last message”
  3. Connect the client’s Resend (email), for “Second follow-up” and “Tell the owner”
  4. Fill in Owner’s mobile (Texted at once when an enquiry names a red flag)
  5. Fill in Business name (How messages sign off)
  6. Fill in Booking link (Where a customer picks a time)
  7. Fill in Owner’s email (Gets the summaries and the cases a person must handle)

What it does not do

  • Red flags come first. An enquiry that mentions “crisis”, “suicidal”, “self-harm” goes straight to a person and is never sent a booking link or an automatic answer: for coaches these are signs the right answer is emergency or professional care, not an appointment.

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