How to build a lead follow-up workflow
In VODOO CRM, open Workflows, click “New workflow” and choose a trigger, such as “Form submitted”. Then add the steps in the visual editor: a welcome email, a two-day wait, a condition on a tag, then a text and a task for the sales rep. Save, test it on your own record, then activate it: every new lead goes through the sequence on their own.
Before you start
- Your email channel (active with no setup) and, for text follow-ups, your Twilio account connected.
- An allowed role: Owner, Administrator, Marketer or Project Manager.
- A free slot in your plan: 5 active workflows on Basic, 25 on Standard, 100 on Pro and Agency.
Steps
- 1
Create the workflow
Open Workflows, click “New workflow”, then give it a name (for example “Lead follow-up”) and, if you like, a description.
- 2
Choose the trigger
Choose what brings a contact into the sequence: “Form submitted” for leads from a funnel, “Tag added”, “Contact created”, “Appointment booked”, “Pipeline stage”… Set its filter: the form, tag or stage involved.
- 3
Add the welcome email
In the editor, click “Send Email” and write the subject and message. Variables such as {{contact.first_name}} or {{org.name}} are replaced for each contact.
- 4
Leave a delay
Add “Wait” and set the duration, for example 2 days. A wait before each follow-up keeps you from overwhelming your leads.
- 5
Split leads with a condition
Add “Condition (If/Else)”, for example “tag equals hot”. The Yes branch goes on to the direct follow-up; the No branch can add a nurturing tag or stop.
- 6
Follow up and hand over to sales
On the Yes branch, add “Send SMS” with a short message, then “Create Task” so a sales rep calls the lead back.
- 7
Save, test, activate
Click “Save”, then “Activate”. With “Test”, pick your own record: the actions really run. Then follow the runs on the workflow page: in progress, completed, failed, and the detail of each step.
Good to know
- Always test on your own record before opening the workflow to your leads.
- A “Skipped” step gives its reason: contact unsubscribed, no email, no number…
- The “Manual” trigger is started from a contact record, with “Start a workflow”.
Plans
Every plan: 5 active workflows on Basic, 25 on Standard, 100 on Pro and Agency. The “Send Webhook” step is reserved for the Pro and Agency plans. See pricing
See the feature: Workflows and automationFrequently asked questions
Which triggers can I use?
Form submitted, Message received, Payment received, Appointment booked, Contact created, Tag added, Pipeline stage, Webhook and Manual.
Does the test send real messages?
Yes. “Test” really runs the actions on the chosen contact: use your own record. The workflow must be saved and active.
Does an unsubscribed contact still get the follow-up?
No. Sending steps to an unsubscribed contact are skipped, and the reason shows in the run detail.
Can I reply automatically to incoming messages?
Yes, with the “Message received” trigger. It replies at most once every 24 hours per contact, and never to a STOP or an auto-reply.