If you’re tired of watching good leads get cold because you didn’t follow up, this guide’s for you. Whether you’re hustling solo or running a team, automating your follow-up in Batchdialer can help you stop missing opportunities — and actually close more deals. This isn’t magic, but it’s a straightforward way to keep your pipeline alive without losing your mind (or your evenings).
Let’s talk about how to set up automated follow-up sequences that work, what’s worth your time, and what you can skip.
Why Automated Follow Up Matters (and Where Batchdialer Fits)
Here’s the truth: most “no’s” are actually “not yet.” Serious buyers need more than one touch. If you’re relying on your memory (or sticky notes) to chase leads, you’ll lose deals you should’ve won.
That’s where Batchdialer’s automated follow-ups come in. Unlike just blasting out auto-dials, it lets you schedule smart callbacks, send tailored texts, and keep leads from disappearing into the void. But don’t expect miracles — you’ve still got to feed the machine with good messaging and timing.
Step 1: Get Your Contacts Organized
Before you start automating anything, clean up your contacts. Garbage in, garbage out.
- Ditch duplicates. If a lead’s in your system three times, you’ll annoy them (or worse, look desperate).
- Tag by status. Use tags like “new lead,” “warm,” “follow-up,” or “dead.” This helps you build smart sequences later.
- Double-check phone numbers. Bad data means wasted dials and missed texts.
Pro tip: If you’re importing lists, spot-check for formatting issues. Batchdialer’s import tool isn’t perfect — fix problems before they become headaches.
Step 2: Map Out Your Follow Up Sequence (On Paper First)
Automation only works if you know what to automate. Don’t just click around Batchdialer hoping it’ll figure things out for you.
Sketch out: - How many follow-ups you want (calls, texts, emails) - How long you’ll wait between touches - What you’ll say at each step
A basic sequence might look like this: 1. Day 1: Call + voicemail if no answer 2. Day 2: Text message 3. Day 4: Follow-up call 4. Day 7: Final text
Don’t go overboard. More isn’t always better — four to six touches is usually enough. If you’re still getting ghosted after that, move on.
Step 3: Build Your Sequence in Batchdialer
Now that you’ve got a plan, let’s put it into Batchdialer.
3.1: Use the Campaigns Feature
- Go to the “Campaigns” section and create a new campaign for your follow-up sequence.
- Choose your contact list and set your caller ID preferences.
- Assign tags or filters so only the right leads get this sequence.
3.2: Add Automation Rules
Batchdialer’s automation isn’t fancy, but it gets the job done. You can set up triggers like:
- If no answer, schedule callback in X days
- If no response to text, send another in Y days
- If marked “not interested,” stop sequence
Set these rules for each step of your sequence. Be realistic about timing — too soon, and you’re spammy; too late, and you’re forgotten.
3.3: Write Your Messages
Keep it short. People can spot canned scripts a mile away.
- Voicemail: Who you are, why you called, what’s in it for them, and a callback number.
- Texts: Friendly, direct, and human. No walls of text. Example: “Hi [Name], saw you might be interested in [offer]. Still open to chat?”
- Emails (if you use them): Make the subject line clear. Don’t bury the ask.
Pro tip: Don’t try to sound like a robot. If your messages feel like spam, they’ll get treated like it.
Step 4: Test Your Sequence Before You Go Live
Don’t trust the system blindly. Run a test with your own number or a teammate’s number.
- Make sure calls, texts, and voicemails go out as planned.
- Check for typos, weird merge fields, and timing issues.
- Tweak the timing or messages if anything feels off.
Batchdialer’s preview mode isn’t perfect, so do a real test run.
Step 5: Monitor, Adjust, and Don’t Be Afraid to Kill What’s Not Working
Automation isn’t set-it-and-forget-it. You need to keep an eye on:
- Response rates: Are people picking up? Replying to texts?
- Opt-outs: Too many, and you’re probably coming on too strong.
- Conversion rates: Are these follow-ups actually leading to conversations or deals?
If a message isn’t getting replies, swap it out. If you’re getting a lot of angry texts (“STOP”), slow down or change your script. Don’t waste time on steps that aren’t moving the needle.
Ignore: Vanity metrics like “total dials.” Focus on actual engagement and deals won.
Step 6: Train Your Team (or Yourself) to Respond Fast
Automation gets you in the door, but real people close deals. When a lead responds, don’t let them sit. Reply quickly — ideally within minutes, not hours.
- Set up alerts in Batchdialer so you know when someone replies.
- Have your responses (and any info you’ll need) ready to go.
- If you’re solo, set realistic expectations — but don’t let leads go cold.
What Works, What Doesn’t, and What to Ignore
Works: - Simple, direct messages that sound like a human - Quick follow-ups after the first touch - Stopping the sequence when someone asks (don’t be that person who keeps calling)
Doesn’t Work: - Massive, impersonal campaigns — they get ignored or marked as spam - Over-automation with no personal touch - Relying on Batchdialer to “close” deals for you (it won’t)
Ignore: - Fancy drip campaigns with 10+ steps — more isn’t better - Overcomplicating things with too many tags or filters
Keep It Simple, Iterate, and Don’t Overthink It
Automating your follow-ups in Batchdialer isn’t about being clever — it’s about not letting leads fall through the cracks. Start with a basic sequence, see what actually works, and adjust as you go. The fancy features are nice, but they won’t rescue a bad message or a slow response time.
Bottom line: Keep your automation simple, talk like a real person, and check your results regularly. That’s how you actually convert more leads — not by setting and forgetting, but by paying attention and making small tweaks over time.