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Create a Follow-Up Sequence

Create a Follow-Up Sequence

Section titled “Create a Follow-Up Sequence”

A follow-up sequence sends a series of communications at timed intervals. Instead of remembering to follow up manually, HARi CRM handles the sequence automatically.

Planning Your Sequence

Section titled “Planning Your Sequence”

Before building, plan your touch points. Here is an example sequence for a new lead:

  • Day 0: Welcome email (immediate)
  • Day 3: Follow-up with a case study
  • Day 7: Check-in email asking about their needs
  • Day 14: Final follow-up with a meeting invite

Building the Sequence

Section titled “Building the Sequence”
  1. Go to Settings > Workflows
  2. Click New Workflow
  3. Configure:
    • Name: “New Lead Follow-Up Sequence”
    • Entity: Lead
    • Trigger: Record Created
  4. Optionally, add an IF condition to limit which leads enter the sequence (e.g. “Source equals Website”)

Adding Timed Steps

Section titled “Adding Timed Steps”

  1. In the THEN section, add your first action:

    • Send Email using the “Welcome” template (sends immediately)

  2. Add a Wait action:

    • Duration: 3 days

  3. Add the second email action:

    • Send Email using the “Case Study” template

  4. Add another Wait action:

    • Duration: 4 days (7 days total from creation)

  5. Add the third email action:

    • Send Email using the “Check-In” template

  6. Add a final Wait (7 more days) and the last email action

  7. Save and activate the workflow

Adding Exit Conditions

Section titled “Adding Exit Conditions”

You do not want to keep sending follow-ups if the lead has already replied or converted. Add exit conditions:

  1. Before each email step, add an IF condition:
    • “Stage is not Qualified” (if they have already been qualified, stop the sequence)
    • OR “Last Activity Date is within 2 days” (if they recently interacted, pause)
  2. In the ELSE branch, skip the remaining steps

This prevents sending irrelevant emails to leads who have already engaged.

Combining Emails with Tasks

Section titled “Combining Emails with Tasks”

For a more personal touch, alternate between automated emails and tasks for manual outreach:

  • Day 0: Send email (automated)
  • Day 3: Create a task “Call {{lead.name}}” assigned to the lead owner
  • Day 7: Send email (automated)
  • Day 14: Create a task “LinkedIn connect with {{lead.name}}”

This blends automation with personal attention.

Monitoring Sequence Performance

Section titled “Monitoring Sequence Performance”

Check how your sequence is performing:

  1. Review email open rates on the record timelines
  2. Track how many leads progress to the next stage during the sequence
  3. Adjust timing and messaging based on what you learn

Next Steps

Section titled “Next Steps”