Lesson 4: Never drop a follow-up

SRSkyline RealtyLesson 4 of 6 · 15 min

Goal: A daily sweep of quiet leads, and a team that sees its work.

Every day 10:00CRM: find quiet leadsFor each leadWhatsApp nudgeCRM: follow-up task

You'll learnSchedule triggerCRM follow-upsOrganisation

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The situation

Most of our bookings happen after the third or fourth conversation. But after the first call, agents chase the new leads and the older ones go quiet. Nobody follows up on day 4 or day 10.

Arjun Mehta, Founder · Skyline Realty

Part 1: The daily sweep (Isha)

1. Create an agent from Follow up quiet leads. Name Isha, job Follow up leads who went quiet.
2. Trigger: Schedule (Auto Appy) → Get Daily Schedule, Time 10:00.
3. Auto Appy CRM → Find leads. Choose the Pipeline and Stage (for example Contacted), and use Advanced column filters for leads not updated in the last three days. Set Per page to the most you want to nudge per day (say 30).
4. Iterator (Auto Appy) → Iterator Over Array, Choose Array: the leads from Find leads.
5. Auto Appy WhatsApp → Send approved template still_interested: “Hi {{1}}, are you still looking at {{2}}? Reply YES and we’ll share new options.”
6. Auto Appy CRM → Add note or follow-up: Lead id from the current lead, Activity type Call, Note Sent day-3 nudge on WhatsApp, Scheduled at tomorrow at 11:00 (use Adjust Date).

autoappy.com/workflows/…Sample data

Isha: every morning, nudge each quiet lead and give the agent a task.

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Let the bot catch the reply

Use Start bot with template if no reply instead of a plain template, and a buyer who replies YES can be picked up by a Guided chat bot from Auto Appy AI that asks for their budget and preferred visit time.

Part 2: Bring the sales team in

Pooja, Karan and Meenal need to see leads and chats, not to edit Arjun’s workflows.

1. Organisation → Invite people. Enter each person’s Auto Appy account email.
2. Role: Member. Reports to: Arjun.
3. Product access: CRM and WhatsApp on; Auto Appy off for agents who never build workflows.
4. Send invitation. They accept inside Auto Appy, and the CRM can now assign leads to them.

autoappy.com/organisationSample data

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See the whole team

Agents now lists Arya (portal leads), Vikram (site visits) and Isha (follow-ups). Home shows how they did today, and Company can put them on a Sales floor next to the people they hand work to.

autoappy.com/agentsSample data

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autoappy.com/homeSample data

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✍️Try it yourself

1. Make a second sweep for Site visit done leads with no booking after 7 days.
2. Limit Isha to 30 leads a day. Why does that matter for cost and for WhatsApp quality ratings?
3. Invite yourself as a Member with CRM access only, and check what you can and can’t open.

What you learned

• CRM stepsFind leads, update them, and add follow-up tasks from workflows.
• Schedule + IteratorThe same daily-sweep pattern as Vidya's fee reminders.
• OrganisationMembers, reporting lines and per-product access.

Next: Build by talking to Claude →

🎓 For trainers: how to teach this lesson

• Discuss follow-up etiquette: how many nudges are helpful before they become spam? Agree a rule (for example day 3, day 10, then stop).
• Permissions exercise: give the class three roles (founder, agent, coordinator) and ask them to set product access for each.