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Automated Follow-ups

Never let a hot lead go cold. Set up automated follow-up emails that engage high-scoring leads while you focus on closing deals.

Overview​

Automated follow-ups ensure consistent engagement with your highest-value leads without manual effort. The system automatically sends personalized emails every 6 hours to leads scoring 60 points or higher, dramatically increasing your conversion rates.

Available on: MyGF 1.3 and MyGF 3.2 plans

How Automated Follow-ups Work​

The System​

  1. Lead Scoring: Every hour, the system scores all leads (0-100 points)
  2. Threshold Check: Identifies leads scoring ≥ 60 points
  3. Email Generation: Creates personalized follow-up email
  4. Scheduled Send: Sends email every 6 hours automatically
  5. Engagement Tracking: Monitors opens, clicks, and responses
  6. Score Update: Adjusts lead score based on engagement

Email Frequency​

Default Schedule: Every 6 hours

  • First email: Immediately when lead scores ≥ 60
  • Second email: 6 hours later (if no response)
  • Third email: 12 hours after initial
  • Continues until: Response received or score drops below 60

Maximum emails: 10 per lead (stops after 60 hours/2.5 days)

Personalization​

Each email is customized with:

  • Lead's name
  • Property they inquired about
  • Specific features they asked about
  • Relevant property details
  • Your contact information
  • Call-to-action based on conversation stage

Setting Up Automated Follow-ups​

Prerequisites​

  • Active MyGF 1.3 or MyGF 3.2 subscription
  • At least one property listing
  • Lead scoring feature enabled

Step 1: Enable the Feature​

  1. Log in to your Genesis Fortune account
  2. Navigate to Settings → Feature Flags
  3. Find Lead Scoring & Automated Follow-ups
  4. Toggle "Enable Automated Follow-ups" to ON
  5. Click "Save Changes"

Step 2: Configure Settings​

Follow-up Frequency:

  • Default: Every 6 hours
  • Options: 3 hours, 6 hours, 12 hours, 24 hours
  • Recommended: Keep at 6 hours for optimal engagement

Score Threshold:

  • Default: 60 points minimum
  • Range: 40-80 points
  • Recommended: 60 points (high-quality leads only)

Maximum Follow-ups:

  • Default: 10 emails
  • Range: 3-15 emails
  • Recommended: 10 emails (balances persistence with avoiding spam)

Active Hours:

  • Send emails only during business hours
  • Default: 8 AM - 8 PM (recipient's timezone)
  • Customize: Choose your preferred hours

Step 3: Customize Email Templates​

Default Template (recommended for most agents):

Subject: Following up on [Property Address]

Hi [Lead Name],

I wanted to follow up on your inquiry about [Property Title].

I haven't heard back from you and wanted to make sure you received my previous message.

This property offers:
[Key Feature 1]
[Key Feature 2]
[Key Feature 3]

I have availability for viewings on:
[Your Next Available Times]

Would any of these times work for you?

Best regards,
[Your Name]
[Your Phone]
[Your WhatsApp]

Customizing Templates:

  1. Go to Settings → Email Templates → Automated Follow-ups
  2. Edit the template text
  3. Use variables: {lead_name}, {property_title}, {property_price}, {your_name}
  4. Preview before saving
  5. Click "Save Template"

Step 4: Test the System​

Before going live:

  1. Create a test lead (use your own email)
  2. Ensure it scores ≥ 60 points
  3. Wait 6 hours to receive first follow-up
  4. Verify email content and formatting
  5. Check that links work correctly

Managing Automated Follow-ups​

Monitoring Active Follow-ups​

Dashboard View:

  • Navigate to Leads → Automated Follow-ups
  • See all leads currently receiving automated emails
  • View: Next scheduled email, emails sent so far, engagement stats

Individual Lead View:

  • Open any lead in your dashboard
  • See "Automated Follow-up" status badge
  • View complete email history
  • Track opens and clicks

Taking Manual Control​

To pause automation for a specific lead:

  1. Open the lead
  2. Click "Pause Automated Follow-ups"
  3. Take over manually
  4. Resume automation anytime by clicking "Resume"

When to take manual control:

  • Lead responded (system auto-pauses)
  • Special handling required
  • Negative feedback received
  • Ready to close the deal

Stopping Follow-ups​

Automated follow-ups stop automatically when:

  • Lead responds to any email
  • Lead score drops below threshold (60)
  • Maximum emails reached (10)
  • Lead status changed to "Viewing Scheduled", "Offer Made", or "Closed"
  • You manually pause

Email Performance Analytics​

Tracking Metrics​

Email-Level Metrics:

  • Delivery rate (should be >95%)
  • Open rate (industry avg: 20-25%)
  • Click-through rate (industry avg: 2-5%)
  • Response rate (goal: >10%)

Lead-Level Metrics:

  • Total emails sent
  • Emails opened
  • Links clicked
  • Time to response
  • Conversion outcome

Accessing Analytics​

  1. Go to Analytics → Automated Follow-ups
  2. View dashboard with:
    • Overall performance stats
    • Top-performing email templates
    • Best sending times
    • Conversion rates by score range

Optimizing Performance​

If open rates are low (<15%):

  • Improve subject lines
  • Test sending at different times
  • Verify emails aren't going to spam
  • Personalize sender name

If click rates are low (<2%):

  • Make call-to-action clearer
  • Add more compelling property photos
  • Include direct booking links
  • Reduce email length

If response rates are low (<5%):

  • Re-evaluate score threshold (may need higher)
  • Improve email copy
  • Offer more value in emails
  • Add urgency (other interested parties)

Best Practices​

1. Don't Over-Automate​

Keep human touch:

  • Review automated emails periodically
  • Jump in manually for very high scores (80+)
  • Call high-value leads instead of just emailing
  • Automated ≠ impersonal

2. Segment Your Approach​

Different strategies for different scores:

  • 80-100 points: Automated + manual (call them)
  • 60-79 points: Automated only
  • 40-59 points: Monthly newsletter
  • 0-39 points: No automated follow-up

3. Test and Refine​

A/B test your templates:

  • Try different subject lines
  • Test various call-to-actions
  • Experiment with email length
  • Compare sending frequencies

Track what works:

  • Note which templates convert best
  • Identify optimal sending times
  • Measure impact on overall conversions

4. Maintain Email Deliverability​

Avoid spam filters:

  • Don't use all caps in subject lines
  • Limit exclamation points
  • Avoid spam trigger words ("free", "guaranteed", "act now")
  • Include physical address in footer
  • Provide unsubscribe option
  • Maintain sender reputation

5. Combine with Other Channels​

Multi-channel approach:

  • Automated email (every 6 hours)
  • Manual WhatsApp (for 80+ scores)
  • Phone call (after 3rd email)
  • SMS (for confirmed viewings)

6. Respect Preferences​

Honor opt-outs:

  • Unsubscribe requests processed immediately
  • Allow frequency preferences
  • Respect "do not contact" requests
  • Maintain professional reputation

Advanced Features​

Smart Timing (MyGF 3.2)​

AI-optimized send times:

  • Analyzes when each lead is most likely to open emails
  • Adjusts send time per lead
  • Increases open rates by 15-30%

To enable: Settings → Feature Flags → Smart Email Timing → ON

Dynamic Content (MyGF 3.2)​

Emails adapt to lead behavior:

  • Different content for openers vs non-openers
  • Escalating urgency over time
  • Alternative property suggestions
  • Personalized based on browsing history

Integration with CRM (MyGF 3.2)​

Sync with your existing CRM:

  • Export automated follow-up data
  • Trigger CRM workflows
  • Two-way sync of lead status
  • Unified view across systems

Contact support to set up integrations.

Troubleshooting​

Emails Not Sending​

Check:

  1. Feature is enabled (Settings → Feature Flags)
  2. Lead score is ≥ 60 points
  3. Email quota not exceeded (10 emails max per lead)
  4. Lead hasn't already responded
  5. Your sender email is verified

Low Delivery Rates​

Solutions:

  • Verify your domain email settings
  • Check spam reports (<0.1% is healthy)
  • Ensure compliance with email regulations
  • Contact support for sender reputation check

Leads Not Responding​

Possible reasons:

  • Email going to spam (check deliverability)
  • Content not compelling enough
  • Lead already chose another property
  • Score was inflated (not actually qualified)

Actions:

  • Review and improve email template
  • Try different subject lines
  • Call high-scoring leads directly
  • Re-evaluate scoring threshold

Frequently Asked Questions​

Q: Will automated emails look like spam? A: No, if properly configured. Our templates are designed to look like personal emails from you, not mass marketing.

Q: Can I see emails before they send? A: Yes, preview mode lets you see exactly what will be sent. You can also enable approval mode (manual review before each send).

Q: What happens if a lead responds? A: Automated follow-ups stop immediately. You receive a notification to take over manually.

Q: Can I customize emails per property type? A: Yes! Create different templates for residential, commercial, land, etc.

Q: Do follow-ups count toward my email quota? A: Automated follow-ups have a separate quota. MyGF 1.3: 500/month, MyGF 3.2: Unlimited.

Q: Can leads unsubscribe? A: Yes, all emails include an unsubscribe link as required by law. Unsubscribed leads are never contacted again.

ROI and Impact​

Expected Results​

With automated follow-ups enabled:

  • Response rate increase: 25-40%
  • Conversion rate improvement: 15-25%
  • Time saved: 5-10 hours per week
  • Additional closings: 1-3 per month

Case Study​

Before Automation:

  • 100 leads per month
  • 40% response rate (manual follow-up)
  • 10% conversion rate
  • 10 closings/month

After Automation:

  • 100 leads per month
  • 65% response rate (automated + manual)
  • 15% conversion rate
  • 15 closings/month

Result: 50% more closings with less manual effort

Next Steps​

Need Help?​

Start automating your follow-ups today and never lose a lead again!