Organize leads, write follow-up tasks and summarize conversations

Why it matters

A ranked list tells you who. Tasks tell you when and how, and they live in the CRM where your reminders already work. Short structured notes are what make next month's ranking accurate: the AI can only find "Dates to remember" if someone wrote them down.

Step by step

1. 01

   Sort every contact into a bucket

   In the same chat as your ranking, send the Organize into buckets prompt. Every contact lands in exactly one bucket; Do not contact overrides all others.

   Check: The bucket counts add up to the export's row count.

2. 02

   Generate task rows for buckets 1 to 4

   Send the Follow-up tasks prompt. Each row has a Contact ID, a verb-first title, a due date, a permitted channel and a cited reason.

   What good rows look like (from the sample export, report date 2026-10-20)

   Contact ID	Task	Due	Channel	Why
   C001	Reply about weekend showings	2026-10-20	Text	Last Inbound 2026-09-28 after Last Outbound 2026-09-15
   C004	First call: Palm Crest showing request	2026-10-20	Call	Last Outbound blank, New Lead
   C035	Send showing feedback update	2026-10-22	Call	Active Client, no Next Task Due, asked 8/29
   C007	Check in: lease ended in August	2026-10-25	Text	Note: lease ends August 2026

   Check: No task row exists for a contact in bucket 7, and every Channel matches the opt-out fields.

3. 03

   Enter the tasks in your CRM yourself

   Create each task on the contact record in HighLevel or Follow Up Boss the way you normally do, using the title and due date from the row. Doing this by hand keeps your CRM the single source of truth and keeps the AI connection read-only. Ten tasks take about five minutes.

   Check: Next week's export shows a Next Task Due date for each contact you tasked.

4. 04

   Summarize one conversation into a CRM note

   Copy a text or email thread. Replace names with first names only and delete phone numbers and email addresses. Paste it into the Conversation summary prompt and send.

   Check: The note is under 80 words, uses all six labels, and says "not stated" where the thread was silent.

5. 05

   Paste the note into the CRM and add the dates as tasks

   Add the note to the contact record. Then create a task for each line under Dates to remember that needs action (for example, a pre-approval expiring). Those dates are what next month's ranking will catch.

   Check: The contact record shows the new note and one task per actionable date.

Copyable templates

Using the export in this chat (report date YYYY-MM-DD), put every contact in exactly one bucket:
1 Respond now: they wrote last and nobody answered
2 First contact: no outbound contact on record
3 Waiting on me: Active Client or Hot Prospect with no Next Task Due
4 Date reached: a date or event in Last Note has arrived or passed
5 Nurture: real plans 3+ months out, nothing urgent
6 Fix data first: duplicate, no phone and no email, or stage contradicts notes
7 Do not contact: opted out of texts and email, or notes say stop
8 Skip: Trash, closed in the last 60 days, or activity in the last 14 days
Return: a count per bucket, then a table Bucket | Contact ID | Name | One-line reason (cite field).
Apply the lower-numbered bucket when two fit. Bucket 7 overrides everything.

Turn buckets 1 to 4 into follow-up tasks I will enter in my CRM myself.
One task per contact. Format each row exactly:
Contact ID | Task title (verb first, under 60 characters) | Due (YYYY-MM-DD) | Channel | Why (cite field)
Due dates: bucket 1 today, bucket 2 today, bucket 3 within 2 days, bucket 4 within 5 days.
Channel must be permitted by SMS Opt-Out, Email Opt-Out and Consent Source. If only a call is
permitted, say Call. No tasks for bucket 7. End with "Needs your approval:".

Summarize the conversation below into a CRM note under 80 words.
Use these labels on separate lines: Wants: | Timeline: | Budget/price: | Concerns: | Next step (owner, date): | Dates to remember:
Write "not stated" when the conversation does not say. Mark inferences (inferred).
Do not include phone numbers, email addresses, account numbers, or anything about health,
religion, national origin, disability or family plans unless the client asked me to act on it.
Conversation (names and numbers removed):
"""
<paste here>
"""

Agent: Hi Olivia, it's Dana. Saw your note about school zones. Still planning the move from Ohio?
Olivia: Yes! Closing on our Ohio house Nov 20. Need to be in Tampa by Jan 5 when my job starts.
Olivia: Budget is still 450 to 500. Pre-approval letter expires Dec 1 though.
Agent: Got it. Want me to send 5 homes this week and set video tours?
Olivia: Video tours Thursday evenings work. Worried about flood insurance costs.
Agent: I'll include insurance estimates from your agent's quote tool for each. Talk Thursday 6pm?
Olivia: Perfect.

Try it

How to test it

Use the practice conversation. The summary must include "Dec 1" under Dates to remember and must not contain a phone number or email. Then ask: "Which of these dates should become tasks, and when?" A good answer suggests a reminder before Dec 1 to renew the pre-approval and one before Thursday's tour.

Troubleshooting

Advanced technical details

Optional. You can follow every step above without these.