Lead follow-up: timing and WhatsApp messages

Overview

A lead can come in through a form, advertisement or integration. Leadgains then chooses the correct language and follow-up.

New lead First WhatsApp template with a choice between WhatsApp and calling.

After about 31 min. If there is no reply yet, a short check follows to verify that the right number was reached.

D1 next day If there is no appointment yet, the lead receives a message with a booking button.

D2, 2 days later A short attempt to get back in touch.

D3, 3 days later Final soft check. After that, regular lead follow-up stops.

WhatsApp templates

These are the English WhatsApp templates from the FitnessGains account. For each template you can see the exact template name, type, variables and any buttons.

Start message: WhatsApp or call?

This is the standard message for a new lead who can choose how they want to continue.

Template: incoming_lead_whatsapp_or_call Type: Marketing Buttons: Preferably WhatsApp, Preferably a phone call

{{1}} = first name {{2}} = club name

WhatsApp template Leadgains

Hey {{1}}, thanks for your interest! Our head coach will call you soon, unless you’d prefer to sort things out here via WhatsApp right away? What works best for you? Sporty regards, {{2}}11:48

Preferably WhatsApp

Preferably a phone call

Follow-up after about 31 minutes

If the lead does not reply, they receive a short check. This template has no buttons.

Template: fu_31_min_no_answer Type: Marketing

{{1}} = first name

WhatsApp template Leadgains

This is {{1}}’s number, right, or am I mistaken?12:20

D1: first follow-up with booking button

D1 is sent the next day around 10:00 when no appointment has been booked yet.

Template: fu_contact_form_d1 Type: Marketing Button: Choose a time

{{1}} = first name {{2}} = brand name button = calendar_id

WhatsApp template Leadgains

Hi {{1}}, Great to see you’re interested in {{2}} and our programs 💪 I just noticed you haven’t booked an appointment with us yet. Do you have any specific questions before your first appointment? Feel free to let me know. Using the button below, you can also easily pick a time that suits you best.10:00

Choose a time

D2: second follow-up

D2 is sent 2 days after D1 when the lead has not booked or replied clearly. This template has no buttons.

Template: fu_contact_form_d2 Type: Marketing

WhatsApp template Leadgains

Hey, I’ve tried to reach you a few times but haven’t been able to get through… When would you have a moment to see if we can help you?10:00

D3: final check

D3 is sent 3 days after D2. This is the final regular lead follow-up before the sequence is closed.

Template: fu_contact_form_d3 Type: Marketing

{{1}} = first name

WhatsApp template Leadgains

Hi {{1}}, should I still keep your sign up in mind?10:00

Difference with SMS

The follow-up focuses on WhatsApp. SMS is only used when the contact needs to be followed up by SMS or when WhatsApp cannot be used for that contact.

Moment	Difference with SMS
First message	The text asks about "messages or calling" instead of "WhatsApp or calling".
D1	The booking button is replaced by a regular booking link in the text.
D2 and D3	The text stays the same in content, but interactive WhatsApp buttons or media are not shown in the same way.

When does follow-up stop?

Lead follow-up is meant for people who do not yet have a clear next step. Once there is enough clarity, Leadgains stops the regular follow-up or another flow takes over.

The lead books an appointment

Regular lead follow-up stops. Appointment confirmations and reminders then take over.

The team clicks Remove Follow Up

Use this when further follow-up is no longer needed. Also see Remove someone from follow-up.

The sequence is fully completed

After D3 and the final waiting period, regular lead follow-up stops. The opportunity can then automatically be handled as abandoned.

The lead sends STOP or opts out

This is treated as an unsubscribe. See What happens with STOP or DND?.

Why does someone stay in follow-up?

Before a new follow-up message is sent, Leadgains checks whether someone may still be followed up. That check looks at the conversation history and decides whether the person stays in follow-up or should be removed.

Usually stays in follow-up

There is no answer yet to assess.
The lead did not answer the call or did not reply with useful context.
There is no clear reason to stop.
Someone cancelled without a reason or because of a temporary issue.

Usually leaves follow-up

The lead says they are not interested.
The lead is irritated, confused or asks to get in touch later themselves.
The lead chooses another club, finds it too expensive or too far away.
Holiday, hospital admission, job change or another context makes follow-up no longer useful.

Frequently asked questions

When is the next message sent?

The D1, D2 and D3 follow-up messages are each sent around 10 in the morning.

What if someone replies with "call me"?

Then the lead stays in follow-up so the club can call them. If the lead later replies to a WhatsApp message after all, they can still book an appointment from there.