Never Miss a LeadGet the snapshot
Setup guide

Never Miss a Lead: Setup Guide

Total time: about 20 to 30 minutes · You need an agency-level login to import a snapshot

Prefer to watch? The video above covers every step below in about five minutes.

What you're installing

Five ready-made workflows that run inside your own sub-account. Every message uses your business name and details automatically via merge fields; nothing is hardcoded to anyone else's business.

  1. Missed Call Text Back: when a call to your number goes unanswered, the caller gets a text within seconds and you get a task + notification to follow up.
  2. Web Form / Chat Follow-Up: new form or chat-widget leads get an instant text, a day-2 text, and a day-2 email.
  3. Booking Confirmation & Reminders: confirmation text + email on booking, reminders 1 day and 2 hours before.
  4. 2-Week Cold Lead Nurture: a 5-touch, 14-day sequence for leads who go quiet.
  5. Monthly Report Reminder: an internal nudge to check the numbers once a month.

Step 1: Load the snapshot (5 min)

  1. If you installed from the Marketplace, the snapshot is already under Agency → Account Snapshots → Imported Snapshots. If you received a share link instead, open it while logged in at the agency level and accept the import.
  2. Into an existing sub-account: on the snapshot row, click the ⋮ menu → Load Snapshot, pick the sub-account, keep all assets selected, and proceed. If conflicts are flagged (an asset with the same name already exists), choose Skip for anything you want to keep as-is.
  3. As a brand-new sub-account: click the + icon on the row ("Create sub-account from snapshot") and fill in the business details.
  4. Wait for "Snapshot loaded" (usually under a minute).

Step 2: Connect a phone number (5 min)

  1. In the sub-account: Settings → Phone Numbers. If you don't have a number yet, click Add Number and buy one (a local number is fine).
  2. Click the number → Edit configuration → set Forward calls to your real business line. Calls to the new number now ring your phone, and a missed call is detected automatically.
  3. Make sure the number is the default for outbound SMS (Settings → Phone Numbers → Advanced settings).
Texting in the US requires A2P 10DLC registration. Until your brand and campaign are approved, texts will not send. Go to Settings → Phone Numbers → Trust Center and register with your own business details. Approval typically takes 1 to 7 days. The workflows are already in place and start working the moment SMS is approved.

Step 3: Calendar and booking link (5 min)

  1. Settings → Calendars: use the calendar that came with the snapshot or your existing one. Connect it to Google or Outlook and set availability.
  2. Copy your calendar's booking link (Calendars → your calendar → ⋮ → Copy scheduling link).
  3. In Automation → Workflows, open each of these and replace the placeholder [Add your booking link] with your link: Missed Call Text Back (step "Follow-Up SMS (Softer)"), Booking Confirmation & Reminders ("Booking Confirmation Email"), and Web Form / Chat Follow-Up ("Message 3 – Email").
  4. In Booking Confirmation & Reminders, open the trigger ("Appointment status → booked") and make sure it points at your calendar (or "All calendars").

Step 4: Forms and chat (optional, 3 min)

The Web Form / Chat Follow-Up workflow triggers on Form Submitted and Chat widget events. If you use your own forms, open the trigger and select them; otherwise it catches any form in the sub-account by default.

Step 5: Publish the workflows (2 min)

Snapshots import workflows as Draft. In Automation → Workflows, open each of the 5 workflows and switch Publish on (top right). Check that "Allow re-entry" is on for Missed Call Text Back so repeat callers still get a reply.

Step 6: Test it (3 min)

  1. From your cell phone, call your number and don't answer on the forwarded line. Within about 30 seconds you should get the text-back (once A2P is approved) and see a new contact + task.
  2. Book a test appointment and confirm the confirmation text/email arrives.
  3. Submit a test on your website form and check the instant text goes out.
If something doesn't fire, the usual causes are: a workflow still in Draft, A2P not approved yet, or the phone number not set as default for SMS.

Customizing the messages

Every message is editable: Automation → Workflows → open a workflow → click any SMS or Email step. Merge fields like {{location.name}} (your business name) and {{contact.first_name}} fill in automatically. Keep texts under 160 characters where you can and leave the "Reply STOP to opt out" language in the first text.

Support

Email [email protected] with the workflow and step you're stuck on plus a screenshot; that gets you an answer fastest.