Lead follow-up: timing and WhatsApp messages

Brief overview

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

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

After about 31 min. If there is no response yet, a short check will follow to see whether the correct number has been reached.

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

D2, 2 days later A short attempt to reconnect.

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

WhatsApp templates

These are the Dutch standard templates from the Fitnessgains WhatsApp account. For each template you see the 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 be helped further.

Template: incoming_lead_whatsapp_or_call Type: Marketing Buttons: Preferably Whatsapp, Preferably calling

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

WhatsApp template Leadgains

Hey {{1}}, thank you for your interest! Our head coach will call you soon, unless you would rather tune in here immediately via WhatsApp? What fits best? Sporty greetings, {{2}} 💪11:48

Preferably WhatsApp

Better call

Follow up at approximately 31 minutes

If the lead does not respond, they will receive a short check. There are no buttons in this template.

Template: fu_31_min_no_answer Type: Marketing

{{1}} = first name

WhatsApp template Leadgains

This is the number of {{1}}, or am I mistaken?12:20

D1: first follow-up with booking button

D1 will be sent the next day around 10:00 am if no appointment has been booked yet.

Template: fu_contact_form_d1 Type: Marketing Button: Choose a moment

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

WhatsApp template Leadgains

Hi {{1}}, Great that you are interested in {{2}} and our programs 💪 I only saw that you haven't made an appointment with us yet. Do you have specific questions for your first appointment? Please let me know. You can also easily choose a time that suits you best using the button below.10:00

Choose a moment

D2: second succession

D2 leaves 2 days after D1 when the lead has not yet booked or responded clearly. There are no buttons in this template.

Template: fu_contact_form_d2 Type: Marketing

WhatsApp template Leadgains

Hey, I've tried to reach you a few times, but I can't get through to you... When would you have some time to see if we can help you?10:00

D3: final check

D3 leaves 3 days after D2. This is the last regular lead follow-up before the sequence is completed.

Template: fu_contact_form_d3 Type: Marketing

{{1}} = first name

WhatsApp template Leadgains

Day {{1}}Do I still have to take your registration into account?10:00

Difference with SMS

The follow-up focuses on WhatsApp. SMS is only used when the contact via SMS must be followed or when WhatsApp is not usable for that contact.

Moment	Difference with SMS
First message	The text then asks for “messages or calling” instead of “WhatsApp or calling”.
D1	The booking button will be replaced by a regular booking link in the text.
D2 and D3	The text content remains the same, but interactive WhatsApp buttons or media are not displayed in the same way.

When does follow-up end?

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

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 necessary. See also Remove someone from follow-up.

The sequence is completely completed

After D3 and the final waiting period, normal lead tracking stops. The opportunity can then be automatically handled as an abandon.

The lead sends STOP or opt-out

This will then be treated as deregistration. See What happens at STOP or DND?.

Why does someone stay in follow-up?

Before another follow-up departs, Leadgains checks whether someone can still be followed up. This check looks at the conversation history and decides whether the person remains in follow-up or should be removed.

Usually remains in follow-up

There is no answer to review yet.
The lead did not answer or respond substantively.
There is no clear reason to stop.
Someone canceled for no reason or with a temporary problem.

Normally goes out of follow-up

The lead says he is not interested.
The lead is irritated, confused or asks to contact you later.
The lead chooses another club, thinks it is too expensive or too far.
Holiday, admission, change of work or other context does not make follow-up useful.

Frequently asked questions

When will the next message be sent?

The D1, D2, and D3 follow-up messages are sent out around 10 a.m. each time.

What if someone answers with “call me”?

Then the lead remains in the follow-up so that the club can call it. If the lead responds to an WhatsApp message later, they can still book an appointment there.