Score and prioritize your database with the reactivation workbook

Why it matters

With 3,000 contacts and 5 hours a week, you will reach a few hundred people. A score decides which few hundred, and because every point is visible you can argue with it and change it. Black-box "AI lead scores" cannot be checked; this one can.

Step by step

1. 01

   Download the workbook and read the Instructions tab

   XLSXDatabase Reactivation Workbook (.xlsx)Six tabs: Instructions, Scoring, Contacts (1,000-row import area), Segments, Pilot tracker (100 rows), Results. Includes 12 fictional example rows to delete.↓CSVContacts import template (.csv)The 17 input columns with three example rows, for building your data in any tool first.↓

   Check: The workbook opens and the example rows show scores in the grey columns.

2. 02

   Map your export columns to the workbook

   Where each workbook column comes from

   Workbook column	HighLevel export	Follow Up Boss export	Allowed values
   contact_id	the contact ID column if your export has one, otherwise a row number	a row number you add	any unique text
   first_name, last_name, email, phone	same names	first phone and email columns	text
   relationship	Relationship (custom)	Relationship (custom)	past-client, sphere, lead, unknown
   strength	Relationship Strength	Relationship Strength	1, 2, 3
   last_conversation	Last Conversation Date	Last Conversation Date	a date, or blank
   email_opt_out	Email DND	unsubscribed tag present	Y or N
   sms_consent	SMS Consent (and SMS DND off)	SMS Consent (and number not orange)	Y, N, U
   phone_dnc	Phone DNC Check	Phone DNC Check	Y = Listed, N = Clear, U = Not checked
   dnd_all	DND all	do-not-contact tag present	Y or N
   homeowner	Homeowner	Homeowner	Y, N, U
   years_in_home	this year minus Year Purchased	same	number
   source, consent_source, notes	Source, Consent Source	Source, Consent Source	text

   Check: Your WORKING.csv has the 17 columns in the template's order.

3. 03

   Paste into the Contacts tab

   Delete the 12 EXAMPLE rows (clear cells A2:Q13 only, not whole rows). Copy your data without the header row and use Paste Special > Values into A2. Do not paste into the grey columns R to W; they calculate.

   Grey columns: months_quiet (months since last conversation), channel (the first permitted channel: Text, then Email, then Call, or None), segment, score, tier, rank among scored contacts.

   Check: Row 2 shows a segment and score, and the last contact row is filled down to its rank.

4. 04

   Set the report date and review the weights

   Leave Report date as =TODAY() for a live view, or type a fixed date to freeze a snapshot. Then read the weights. The defaults total 100 at most:

   Factor	Points	Why
   Relationship	Past client 30, Sphere 20, Former lead 10	People who trusted you before answer first
   Strength	5 per level (1 to 3)	Your judgment of how well you know them
   Time quiet	6 to 23 months 25, 24 to 59 months 15, 60+ 5, never 5	Long enough to need a nudge, recent enough to remember you
   Homeowner in your market	15	Owners can list; renters may buy
   Years in home	7+ years 15, 4 to 6 years 8	Longer tenure usually means more equity and life change

   Tier A is 70 or more, Tier B 45 to 69, Tier C below 45. These weights are a starting framework, not research findings. Change any value; scores, tiers, ranks and the Segments tab update. The Scoring tab shows the new maximum in B18.

   Check: Scoring!B18 shows 100 with default weights.

5. 05

   Read the Segments tab

   COUNTIFS formulas count each segment by tier, each first channel, contacts ready for a pilot (Tier A plus B), scored contacts with no consent source, and phones that still need a DNC check. If "Missing consent source" is high, go back to chapter 3 before texting anyone.

   Check: The segment total equals the number of rows you pasted.

6. 06

   Send tiers back to your CRM

   Sort Contacts by rank. In HighLevel, create a dropdown custom field Priority Tier (A, B, C), then import a CSV with email, phone and Priority Tier through Contacts > Import mapping the column to that field. In Follow Up Boss, import one file per tier (email plus name) and type the tag tier-a, tier-b or tier-c in the import's Tags box; Follow Up Boss applies those tags to every contact in the file, new and existing.

   Check: A Smart List filtered on Priority Tier = A (HighLevel) or tag tier-a (Follow Up Boss) shows the same count as Tier A in the Segments tab.

Copyable templates

=IF(A2="","",IF(OR(T2="Suppressed",T2="Recently active"),0,
  IF(F2="past-client",Scoring!$B$3,IF(F2="sphere",Scoring!$B$4,IF(F2="lead",Scoring!$B$5,0)))
 + MAX(1,MIN(3,N(G2)))*Scoring!$B$6
 + IF(H2="",Scoring!$B$10,IF(R2<24,Scoring!$B$7,IF(R2<60,Scoring!$B$8,Scoring!$B$9)))
 + IF(M2="Y",Scoring!$B$11,0)
 + IF(N(N2)>=7,Scoring!$B$12,IF(N(N2)>=4,Scoring!$B$13,0))))

=IF(A2="","",IF(L2="Y","None",IF(AND(E2<>"",J2="Y"),"Text",IF(AND(D2<>"",I2<>"Y"),"Email",IF(AND(E2<>"",K2="N"),"Call","None")))))

Try it

How to test it

1. In the demo above, set Homeowner points to 0. Maya Ortiz should drop from 100 to 85. Do the same in your workbook's Scoring tab and check one homeowner's score drops by 15.
2. Set dnd_all = Y on a Tier A contact. Their segment must become Suppressed, tier '-', and they leave the rank.
3. Pick 5 Tier A contacts. Would you happily call each one today? If not, adjust weights until the top of the list matches your judgment.

Troubleshooting

Advanced technical details

Optional. You can follow every step above without these.