Chasing a lead without chasing it
Set how long a stage may sit quiet, and Vylan either raises a follow-up task for whoever owns the lead, or emails the client again. Both are off until you turn them on, per stage.
Deals are rarely lost on price. They are lost because three weeks went by, and by the time anyone noticed, the prospect had asked somebody else.
Each stage of your pipeline can carry its own answer to "how long is too long", and two different things it can do about it. Both are set in Lead settings, per stage, and both start off.
How long counts as quiet
Call it quiet after a number of days with no movement. That alone changes the board: the quiet count on each card is measured against it, and sorting by Longest quiet puts the ones past it at the top. Nothing is sent — you can stop here and just have an honest board.
Reminding yourself
and remind whoever owns it turns the quiet threshold into a task. When a lead here goes quiet past the days above, create a follow-up task for whoever owns it. No email is sent to the client.
The task appears in your work list like any other, named for the lead and how long it has been quiet. It is raised once per quiet spell rather than once a day, so a lead you are deliberately leaving alone does not bury you.
Reminding the client
and remind the client is the other half, and it emails a real person, so it is worth reading carefully before switching on:
- Before a proposal — Emails the client the same form again, from your firm, with the same link. It stops the moment they answer, and gives up after three reminders.
- Waiting on a proposal — Remind the client about their proposal: Emails the client their proposal again, from your firm, with the same link. It stops the moment they accept or decline, and gives up after three reminders.
This sends email to a prospect on a schedule, with nobody watching, in your firm's name. It is off by default for exactly that reason. Three is the ceiling and it stops the moment they reply — but decide it on purpose.
Both sweeps run once a day, in the morning. Nothing fires the instant a lead crosses its threshold, which is deliberate — an email that lands at 3am because a counter ticked over reads like a machine.
Closing a lead
A lead closes when its proposal is accepted or declined, or when you say so with Mark won or Mark as lost. Losing one asks Why was it lost? — optional, and worth answering, because it is what fills in Where deals are lost later.
Archive this lead takes it off the board without destroying anything: It leaves the board and the list. Nothing is deleted — what you quoted and how long it took are still on record.