If you’re tired of chasing leads, typing the same follow-up emails, or letting deals slip through the cracks, this guide’s for you. We’ll walk through—step by step—how to build automated follow-up workflows in Aisalescoach that actually move the needle on conversions. No magic bullets, no hand-waving. Just a practical workflow you can set up and refine as you go.
Why Automated Follow-Ups Actually Matter (And Where They Go Wrong)
Let’s deal with reality: most sales teams think they’re following up enough, but the data says otherwise. Deals are lost not because leads say “no,” but because they go cold. Consistent, timely follow-ups can double or triple your conversion rates.
But here’s the rub: “automation” is not a synonym for “success.” Bad sequences, generic messages, or spammy timing can do more harm than good. The goal is to create a workflow that feels personal and keeps you top of mind, not one that’s just more noise in someone’s inbox.
Step 1: Map Out Your Follow-Up Scenarios
Before you touch a single button in Aisalescoach, get clear on what you actually want to automate. There’s no sense in automating a broken process. Here’s what you need to sketch out:
- What triggers a follow-up?
- A new inbound lead?
- A demo request?
- A “no response” after a proposal?
- How many follow-ups make sense?
- Be honest—three to five is usually enough. After that, you risk looking desperate.
- What channels will you use?
- Email is the default, but SMS or LinkedIn can work for some industries.
- Who needs to be notified internally?
- Sometimes, a human nudge is better than another email.
Pro tip: Don’t try to build a workflow for every scenario at once. Start with your highest-impact step (usually post-demo or post-proposal) and expand from there.
Step 2: Prep Your Message Templates (Don’t Skip This)
Automated follow-ups fall flat if they sound canned. Before diving into the platform, write out your actual messages. Keep these principles in mind:
- Keep it human. If it sounds like a robot, it’ll get deleted.
- Reference something specific. “Just checking in” is lazy. Try “Wanted to see if you had a chance to review the proposal we discussed Tuesday.”
- Have a clear ask. Don’t just “touch base.” Suggest a next step or ask a direct question.
- Short beats long. People skim, especially on mobile.
Draft all your templates in a doc first, then run them by a colleague. Fresh eyes catch awkward wording and typos.
Step 3: Build Your Workflow in Aisalescoach
Now let’s get into the actual setup. The interface in Aisalescoach is straightforward, but you’ll want to pay attention to the details.
3.1. Create a New Workflow
- In your Aisalescoach dashboard, find the “Workflows” (sometimes called “Sequences”) section.
- Click “Create New Workflow.”
- Name it something obvious, like “Post-Demo Follow Up.”
3.2. Set the Trigger
- Choose the event that kicks off your workflow. For example:
- “Demo Completed”
- “Proposal Sent”
- “No Reply After X Days”
- Double-check that the trigger matches your mapped-out scenario. Nothing kills trust faster than a mistimed follow-up.
3.3. Add Your Follow-Up Steps
- For each step, pick the channel (email, SMS, task for sales rep, etc.).
- Paste in your message template, using merge tags for personalization (e.g., {{FirstName}}, {{Company}}).
- Set the delay between steps (e.g., send first follow-up 2 days after trigger, second follow-up 3 days later, etc.).
- Decide if any steps should be skipped if the lead replies or takes action. (Most platforms, including Aisalescoach, can handle this.)
3.4. Build in Human Touches
- Add a step to notify a sales rep if a lead hasn’t responded after all automated messages.
- Optionally, include a manual call task if your product is high-ticket or relationship-driven.
3.5. Review and Test
- Walk through the whole workflow as if you’re the recipient. Does it make sense? Any awkward timing?
- Send test emails to yourself—check for formatting, personalization, and typos.
- Make sure opt-out/unsubscribe options are clear and easy.
What to ignore: Don’t get distracted by fancy automation tricks or “AI-powered” suggestions that don’t fit your audience. Focus on clarity, timing, and relevance.
Step 4: Launch and Monitor
Don’t “set and forget.” Automation is only as good as its results.
- Monitor open and reply rates. If you’re not getting replies, tweak your subject lines or timing.
- Watch for unsubscribes or complaints. If these spike, your messages are probably too frequent or too generic.
- Spot-check for weird edge cases. Automation can behave oddly if your CRM data is messy (e.g., wrong names, broken merge tags).
Pro tip: Check your first week’s results daily. Fix any obvious issues fast.
Step 5: Iterate Based on Real Results
No workflow is perfect out of the gate. Here’s how to improve:
- A/B test key steps. Try different subject lines, time delays, or CTAs.
- Ask your team for feedback. Are leads mentioning your emails on calls? Are reps getting notified at the right times?
- Cut what doesn’t work. If a step consistently gets ignored, drop it. If a particular message gets replies, double down.
What Works (and What Doesn’t) in Automated Follow-Ups
What works: - Personalization beyond just the name field—reference the last conversation or the specific problem discussed. - Spacing out your follow-ups (every 2–4 days is usually good). - Ending the sequence with a “breakup” email (“I’ll close your file for now, but let me know if you’re still interested.”).
What doesn’t: - Endless “just checking in” messages. - Over-automating—sending emails after a lead already replied. - Automation for complex, high-touch deals where a human touch is critical.
Ignore the hype: You don’t need AI to write your emails, and you don’t need a 12-step sequence. Focus on doing the basics consistently well.
Keep It Simple and Keep Improving
Automated follow-ups in Aisalescoach can save you hours and win back deals you’d otherwise lose—but only if you keep things simple, personal, and relevant. Start with one workflow, test it, and tweak as you go. You’ll get better results by iterating than by chasing every new feature or trend.
Get your first workflow live, pay attention to what happens, and don’t be afraid to make changes. The best automation is the kind you barely notice—except in your closed-won column.