FreePhone + email alertsAbout 30 min

Alert the Right Person Fast

A lead that sits for a day is usually lost. This lesson sets who hears about each lead, how, and what happens if they do not answer.

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By Anthony Limpert, founder of Clickflame

Why This Matters

The worst mistake is sending every alert to one inbox that nobody watches. The second is alerting everybody, so each person thinks someone else has it. Pick one owner per lead and a backup.

✓ How To Do It

Make a short list of lead types. Typical ones are phone calls, web forms and text replies.
Next to each type, write one name. This person answers it first.
Next to that, write a backup name and the number of minutes before the backup is alerted. Five to fifteen minutes is common.
Set alerts to arrive on a phone. A push alert or text is read faster than email.
Make the alert say what matters. Include the lead name, number, what they want and the time.
Use a subject line that is easy to spot, like New Lead and the service name.
Write down the goal for reply time. For example, call back within ten minutes in business hours.
Set a rule for after hours. Say who answers, or say plainly when the first call back will happen.
Test it. Send a test form and make a test call. Time how long it takes the right person to see it.
Look through the week's leads every Friday. Count missed ones and fix the gap.

Done WhenSave the alert list with names, backups and times, plus a screenshot of a test alert reaching a phone.

Reference List

Sources

CAN-SPAM, for email you send to customers

Optional Paid Shortcut

We use HighLevel for this. It can send a text or email alert to a chosen person when a form or call comes in, and send a second alert to a backup. You would not need it if your inbox and phone alerts already reach the right person.

Try HighLevel

Paid link. We earn a commission if you buy through it. It costs you nothing extra.

Not needed to finish this step.

Tips & Pitfalls

Do not alert a person who is on leave.
Keep a shared sheet or board showing who has each lead, so two people do not call the same one.
If you send email alerts from your own domain, check your sender setup, as taught in the email setup lesson.

Done with this step? Mark it complete to track your campaign progress.