How to Use the Lead Management System

How to Use the Lead Management System

ReplyFlow's lead management system helps you identify, score, and reach out to potential customers who could benefit from your review management services. Available on the Enterprise plan.

Accessing Lead Management

Navigate to Leads in your dashboard sidebar. The lead management system consists of three main sections:

• Lead List: All your leads with their scores, status, and contact information.
• Lead Details: In-depth information about each lead including AI-generated insights.
• Outreach: Tools for creating and managing email outreach sequences.

Adding Leads

You can add leads to ReplyFlow in several ways:

• Manual entry: Click Add Lead and fill in the business name, contact email, website, and any notes.
• CSV import: Upload a spreadsheet of leads in bulk. Map your columns to ReplyFlow fields during import.
• AI discovery: ReplyFlow can identify businesses in your area that have poor review management and suggest them as leads (Enterprise feature).

Understanding Lead Scores

Each lead receives an AI-generated score from 0 to 100 based on factors like:

• Review volume and quality: Businesses with few reviews or low ratings are strong candidates.
• Response rate: Businesses that rarely respond to reviews need help the most.
• Online presence: Incomplete or poorly optimized business profiles indicate an opportunity.
• Industry fit: Some industries benefit more from review management.

Higher scores indicate leads that are more likely to need and value review management services.

Managing Lead Status

Track each lead through your pipeline with status labels:

• New: Just added, not yet contacted.
• Contacted: Initial outreach has been sent.
• Engaged: The lead has responded or shown interest.
• Qualified: The lead is a good fit and is considering your offer.
• Won: The lead has become a customer.
• Lost: The lead declined or is no longer a good fit.

Creating Outreach Sequences

From the Outreach tab, you can create automated email sequences to contact leads:

1. Click Create Sequence.
2. Write your email templates (or use AI to generate them based on the lead's profile).
3. Set the timing between emails (e.g., 3 days between each step).
4. Assign leads to the sequence.
5. Monitor open rates, replies, and engagement from the sequence dashboard.

Best Practices

• Personalize outreach based on the lead's specific review situation.
• Follow up consistently. Most conversions happen after the second or third touch.
• Use AI insights to tailor your pitch to each lead's pain points.
• Update lead status promptly to keep your pipeline accurate.
• Review your lead scores weekly to prioritize the highest-opportunity leads.