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Once a lead is ready to book, here’s exactly what happens from that point forward.

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Booking

When the AI books an appointment:
  1. The appointment is created on your calendar
  2. A calendar invite is sent to the lead’s email so the appointment appears on their calendar too
  3. The lead’s pipeline stage is updated to Appointment Booked
  4. You receive an SMS notification
  5. The confirmation sequence begins
This happens whether the appointment was booked by the AI, by you, or by the lead directly.
When an appointment is booked (by you or the AI), the contact is automatically unenrolled from the text automations. No manual steps needed.

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Confirmation & Reminders

After booking, the system sends these automatically:
MessageWhen
ConfirmationImmediately
Reminder24 hours before
Reminder1 hour before
Reminder5 minutes before
You don’t need to do anything - these fire automatically for every appointment.

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Reschedule

If the lead asks to reschedule, the AI handles it:
  • Finds a new time that works
  • Updates the appointment on your calendar
  • Resets the reminder schedule to the new time
  • You receive an SMS notification of the change

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How to Change Lead Status

See Changing Lead Status for steps on desktop and mobile.

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Missed Appointment

When you mark an appointment as Missed Appointment in your CRM, the system automatically starts a re-engagement sequence:
  • 3 texts + 1 email over 3 days
  • Goal: get the lead rescheduled
You don’t need to manually enroll them - marking the status triggers it.

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Didn’t Close

When you set a lead’s status to Didn’t Close:
  • 5 follow-up texts over ~22 days

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Long Term Follow Up

When you set a lead’s status to Long Term Follow Up, the system sends 9 texts over ~41 days to re-engage the lead. When should you use this? Use Long Term Follow Up when a lead previously showed some level of engagement but has since gone cold. Common scenarios:
  • A lead responded to the initial text sequence but never booked an appointment
  • A lead engaged with the AI conversation but dropped off before committing to a time
  • Aged leads that went through the aged text sequence without booking
  • Any lead you want to re-engage after ~60 days of no response
We recommend waiting at least 60 days after a lead’s last engagement before enrolling them in Long Term Follow Up. This gives the initial sequence time to fully run before re-enrolling.
Soon, AutomationKit will automatically identify cold leads and re-enroll them for you. No manual review needed. See AI-Powered Follow-Up Enrollment.

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Approved / Sold

When you mark a lead as Approved / Sold, all messaging stops. See Post-Sale for what happens next.