Write a 10-day follow-up cadence and let the CRM remind you

Why it matters

Without a written cadence, follow-up depends on memory and mood. Leads that do not answer the first call simply stop hearing from you. A cadence makes 'how many attempts' a decision you make once, then measure (chapter 9).

Step by step

1. 01

   Plan the cadence in the planner

   Use the planner below. Pick a cadence, set your sending window and allowed days, and try arrival times that hurt: Friday 8:40pm, Saturday noon, Sunday 7am. Watch the 'first call after arrival' number. If it is longer than you can accept, allow more days or add a morning speed check.

   Check: You have a cadence you are willing to run on every new lead, with its touches written down.

2. 02

   HighLevel: build the cadence workflow

   1. Trigger: Pipeline Stage Changed to Attempting Contact in your Buyer & Seller Leads pipeline (the first call moves the lead there).
   2. For each human touch in your cadence add Add Task: Title (for example Day 1 call + text), Assign To the contact owner, Due In the right number of days, a Due Time, and Skip Weekends if you do not work them.
   3. Between tasks add Wait with A set period of time. Add the day 3 email as Send Email at its spot.
   4. At the end add Add Task: Day 10: decide Nurture or close out.
   5. Open Settings: turn on Stop on Response so a reply removes the lead from the automation, keep Allow Re-entry off, and turn on Time Window 9:00 AM to 8:00 PM.
   6. Name it 03 New lead cadence and Publish.

   Check: Move a test contact to Attempting Contact: the Day 1 task appears in Contacts > Tasks with the right due date, and a reply from your test phone removes the contact from the workflow.

3. 03

   Follow Up Boss: build the cadence as an action plan

   1. Name it New lead 10-day cadence.
   2. Tick Automatically pause this action plan when the lead responds. It pauses on an email reply, a text reply, or a logged call longer than 2.5 minutes.
   3. Add steps. Run sets how many days after the previous step; Action is Create task, Send email, Change stage and others. Use Create task for every call and personal text, Send email for the day 3 email, and Change stage to Nurture as an optional final step only after the day 10 decision task.
   4. Tick Share with everyone if your team uses it. Save.
   5. Apply it to new leads on Admin > Lead Flow (Action Plan for each source), or manually from a lead profile under Action Plans with the blue + icon.

   Check: Apply the plan to a test lead: the first task shows on the Tasks page the day it is due, and a text reply from your test phone pauses the plan.

4. 04

   Write and save your message templates

   Save the templates below as text and email templates in your CRM, edited into your voice. The first text to someone who has never texted you includes your business name and opt-out wording. Later texts in an ongoing conversation do not need to repeat it, but never remove the STOP option from automated messages.

   Check: Each template is saved under a name that starts with its cadence day, for example D1 text.

Copyable templates

Hi {first name}, {agent name} again with {business name}. Tried you just now about {property or topic}. Is text easier? Reply STOP to opt out.

Subject: {property or neighborhood}: what I'd want to know

Hi {first name},

I haven't caught you by phone, so here is something useful instead: {one specific fact, for example recent sales on that street or how long similar homes took to sell}.

If you'd like, I can send a short list of homes like {property} that are not on the big sites yet, or walk you through what it would sell for today.

What's the best way to reach you?

{agent name}
{business name} | {phone}
{brokerage name and license line as required in your state}

You received this because you asked about {property or topic} on {source}. Unsubscribe: {unsubscribe link}

Hi {first name}, {agent name} here. Still looking at homes around {area}, or did the timing change? Either answer helps. Reply STOP to opt out.

Hi {first name}, I don't want to crowd your phone. I'll stop reaching out about {property or topic}. If you want help later, just reply here. Reply STOP to opt out.

Hi {first name}, it's {agent name} with {business name}, calling about {property or topic} you asked about. I have an answer for you. Call or text me back at {phone}. Again, {agent name}, {phone}.

Try it

How to test it

1. In the planner, set a Friday 8:40pm arrival with weekends off. Note when the first call lands. Decide whether that is acceptable.
2. Run the cadence on a test lead for 2 days in your CRM. Confirm the Day 1 tasks appear and the day 3 email is scheduled.
3. Reply from the test phone. Confirm the workflow stops (HighLevel) or the action plan pauses (Follow Up Boss).

Troubleshooting

Advanced technical details

Optional. You can follow every step above without these.