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Lead Follow-up (General) Automation

The General Lead Follow-up automation ensures timely first contact with all new leads regardless of source. This automation establishes initial communication and begins the conversion process for all incoming inquiries.

Overview​

Purpose: Provide immediate response to all new leads and begin the qualification and conversion process.

Trigger: New lead created in system (all sources).

Channels: Email (immediate) and task assignment for phone follow-up.

Setup Instructions​

  1. Navigate to Automations in your SendSquared dashboard
  2. Click + Create New Automation
  3. Select Lead Follow-up from the template library or start from scratch
  4. Configure the automation with the following nodes:

Step 1: Configure Trigger​

  1. Select the New Lead trigger
  2. Set conditions:
    • All Lead Sources: Web forms, phone, chat, direct, partner referrals
    • Exclude: Spam flags or previously contacted

Step 2: Add Lead Scoring​

  1. Add a Lead Scoring node
  2. Configure scoring criteria:
    • High Priority: Specific dates, budget mentioned, immediate need
    • Medium Priority: Flexible dates, researching phase
    • Low Priority: General inquiries, distant travel dates

Step 3: Create Immediate Response​

  1. Add an Email action for auto-response
  2. Customize based on lead source
  3. Include relevant property suggestions

Step 4: Schedule Personal Follow-up​

  1. Create Internal Task for sales team
  2. Set task priority based on lead score
  3. Include context and suggested talking points

Email Template (Standard)​

Subject: Thank you for your inquiry about [Property/Location]

Dear [Guest Name],

Thank you for contacting us about your upcoming stay! We appreciate your interest in [Property Name/Location].

Based on your inquiry:
• Dates of Interest: [Dates if provided]
• Property Type: [Type if specified]
• Guests: [Number if provided]

I'm excited to help you find the perfect accommodation. 

Here's what happens next:
1. I'll review our available properties for your dates
2. Call you within [Timeframe] to discuss options
3. Send personalized property recommendations
4. Answer any questions you have

In the meantime:
• Browse our properties: [Property Link]
• Check out our reviews: [Review Link]
• Call us directly: [Phone Number]

Looking forward to helping you plan your perfect stay!

Best regards,
[Sales Agent]
[Property Management Company]

Email Template (Website Inquiry)​

Subject: Your Property Search - [Location] Vacation Rentals

Hi [Guest Name],

Thanks for using our website to search for properties in [Location]!

We noticed you were looking at:
[Last Property Viewed] - [Dates]

I have several other recommendations that might interest you:

1. [Property 1] - Starting at $[Rate]/night
   • [Key Feature]
   • [Key Feature]
   • [Key Feature]

2. [Property 2] - Starting at $[Rate]/night
   • [Key Feature]
   • [Key Feature]
   • [Key Feature]

Would you like to:
• Schedule a virtual tour?
• Discuss specific requirements?
• Get a custom quote?

I'm happy to help narrow down the perfect property for your needs.

Regards,
[Sales Agent]

Phone Call Task Template​

[LEAD FOLLOW-UP: New Inquiry]

Lead Information:
- Source: [Source]
- Priority: [High/Medium/Low]
- Response SLA: [Timeframe]

Contact Details:
- Name: [Guest Name]
- Phone: [Phone]
- Email: [Email]
- Preferred Contact: [Method]

Inquiry Summary:
- Dates: [Dates]
- Destination: [Location]
- Property Type: [Type]
- Budget: [If provided]
- Special Requests: [Notes]

Call Script Highlights:
□ Confirm dates and flexibility
□ Understand property preferences
□ Discuss budget parameters
□ Identify decision timeline
□ Offer property recommendations
□ Schedule follow-up

Follow-up Actions:
□ Send property recommendations
□ Email pricing details
□ Schedule property tour
□ Add to appropriate nurture track

Source-Specific Templates​

Partner Referral Follow-up​

Subject: Your referral from [Partner Name]

Dear [Guest Name],

Thank you for contacting us through [Partner Name]. They speak highly of our service, and we're honored to assist you.

[Partner Name] has shared:
• Your travel dates: [Dates]
• Property preferences: [Details]
• Their recommendation: [Property/Location]

Special Partner Benefits:
• Priority property access
• Preferred rates
• Dedicated concierge service

I'll follow up with specific recommendations within [Timeframe].

Best regards,
[Sales Manager]

Phone Inquiry Follow-up​

Subject: Following up on your call about [Property/Location]

Hi [Guest Name],

Thanks for calling today! I appreciate you taking the time to discuss your upcoming stay.

To recap our conversation:
• You're looking for [Property Type]
• Dates: [Dates]
• Guests: [Number]
• Budget: [Range]

As discussed, I'll:
1. Check availability for your dates
2. Prepare a list of suitable properties
3. Include pricing and special offers
4. Send this information by [Date]

Please call me directly at [Phone] with any immediate questions.

Looking forward to helping you!

[Sales Agent]

Best Practices​

  • Respond to all leads within 1 business hour (email)
  • Call within 4 business hours for high-priority leads
  • Personalize based on inquiry details
  • Include specific property suggestions when possible
  • Set clear expectations for next steps
  • Track response and conversion rates

Lead Source Handling​

Website Forms:

  • Immediate auto-response with property suggestions
  • Include link to instant booking if available

Phone Calls:

  • Log call details immediately
  • Send follow-up email summarizing discussion

Chat Inquiries:

  • Transfer to email for detailed follow-up
  • Include chat transcript in internal notes

Partner Referrals:

  • Acknowledge referral source prominently
  • Highlight special partner benefits

Measuring Success​

Track these key metrics:

  • First response time by source
  • Lead-to-booking conversion rate
  • Revenue per lead source
  • Agent response effectiveness
  • Customer satisfaction scores