Sales Cadence · Setter Training

B411 — New Sales & Follow-Up Cadence v2 · LIVE

Kanban-driven setter process · the rep only ever drags a card · automation sets the funnel Stage and the next call date.

The lead's journey at a glance

flowchart TD A([New Sales lead created]):::new --> SEED[/Auto-seed · Follow Up Status = New
Next Follow Up Date = today/]:::new SEED --> N subgraph BOARD [  COLD CALLING — Due Today board · drag = disposition  ] direction TB N[New]:::cold -->|no contact| T1[Attempt 1 · +1d]:::cold T1 -->|no contact| T2[Attempt 2 · +3d]:::cold T2 -->|no contact| T3[Attempt 3 · +6d]:::cold T3 -->|no contact| CB[Cold · +30d]:::cold RTN[Returning
worked like New]:::cold --> T1 end BOARD ==>|Booked a pitch| PB[Meeting Set
→ Pitch Booked]:::warm BOARD ==>|Call me on a date| CL[Callback Later
→ Future Potential]:::park BOARD ==>|Not right now| SN[Soft No
→ Picked Up - Not Scheduled]:::park BOARD ==>|Firm no| NI[Not Interested]:::lost BOARD ==>|Bad fit| DQ[Disqualified]:::lost BOARD ==>|Stop calling| DNC[Do Not Contact
→ Sales - DO NOT CONTACT]:::lost CL -. on the date .-> RTN SN -. +30d .-> RTN CB -. +30d .-> RTN PB --> MO{Meeting
outcome}:::warm MO -->|Showed & pitched| PP[Post-Pitch Follow-Up]:::warm MO -->|No-show| NSB subgraph NSB [  NO-SHOW RECOVERY — same drag, tighter timing  ] direction TB NN[New]:::cold -->|no contact| X1[Attempt 1 · +1d]:::cold X1 -->|no contact| X2[Attempt 2 · +2d]:::cold X2 -->|no contact| X3[Attempt 3 · +4d]:::cold X3 -->|no contact| XC[Cold · +30d]:::cold end NSB ==>|Rebooked| PB PP -->|Won| WON([Deal Won]):::win PP -->|Lost| NI classDef new fill:#dbeafe,stroke:#2563eb,color:#1e3a8a; classDef cold fill:#cffafe,stroke:#0e7490,color:#0e4f5c; classDef warm fill:#fef3c7,stroke:#b45309,color:#7c4a06; classDef park fill:#ede9fe,stroke:#7c3aed,color:#4c1d95; classDef win fill:#dcfce7,stroke:#15803d,color:#14532d; classDef lost fill:#fee2e2,stroke:#b91c1c,color:#7f1d1d; style BOARD fill:#f0fdff,stroke:#0e7490,stroke-width:1px; style NSB fill:#f0fdff,stroke:#0e7490,stroke-width:1px;

Blue = entry · Teal = active calling cadence (Kanban columns) · Amber = booked / post-pitch · Purple = parked & recyclable (comes back as Returning) · Green = won · Red = terminal.

Walkthrough — follow one lead through the board

A test lead, "Acme Roofing — Test Lead," step by step. (Faithful recreation of the live board — same columns & colors, neutral data.)

1The lead lands in New — your due-today queue.
 Cold Calling — Due Today  ·  grouped by Follow Up Status
New 196
Acme Roofing — Test Lead
Acme Roofing · $0.00
Jane Tester
New Lead · due today
Test Setter
…195 more due today…
Attempt 1 0
No deals
Attempt 2 0
No deals
Attempt 3 0
No deals

Auto-stamped the instant it was created: Follow Up Status = New, Next Follow Up Date = today. No setup by the rep — it's just in the queue.

2You call — no answer. Drag the card one column right, to Attempt 1.
⤷  drag = disposition
New 195
card leaves here →
Attempt 1 1
Acme Roofing — Test Lead
dropped here · +1 day
Attempt 2 0
No deals
Attempt 3 0
No deals

The drop stamps Last Call Date = today and reschedules to +1 day, so the card disappears from today's board and comes back tomorrow. Ladder: New → Attempt 1 (+1d) → Attempt 2 (+3d) → Attempt 3 (+6d) → Cold (+30d).

3Different outcome: you reach them and they book. Drag to Meeting Set.
scrolled right to the conversation-outcome columns
Cold 0
No deals
Returning 0
No deals
Meeting Set 1
Acme Roofing — Test Lead
→ Pitch Booked
Callback Later 0
No deals

The rep only dragged a card. Automation set the funnel Stage for them — open the record and:

StagePitch Booked AUTO-SET
Follow Up StatusMeeting Set
Last Call Datetoday
Next Follow Up Date— (cleared, off the board)

It leaves the cold board entirely. If the meeting later no-shows, it reappears on the No-Show Recovery board.

4Or they say "call me next month." Drag to Callback Later — you're asked for the date.
Next Follow Up Date *required
When should we call Acme Roofing back?
Save

Pick the date and it's parked until then. (If the prompt doesn't surface on the drag, the system safely defaults to +30 days — a callback is never lost.) Stage is auto-set to Future Potential.

5On that date, it comes back warm — automatically — in the Returning column.
three weeks later · 8:00 AM
New —
today's fresh leads
Returning 1
Acme Roofing — Test Lead
Acme Roofing · $0.00
due today · "you asked me to circle back"
Attempt 1 0
No deals

The date-based automation flipped it from Callback Later to Returning at 8 AM. Treat it as warm — they already engaged. Work it like a fresh attempt: drag through the ladder, or to a new outcome. The loop continues — no lead is ever truly lost.

Step-by-step

1  Entry — a new lead lands

  1. A deal is created in the Sales pipeline (inbound form, webinar list, import).
  2. Auto-seed: Follow_Up_Status = New, Next_Follow_Up_Date = today. (The funnel Stage stays whatever the lead came in as — the cadence runs alongside it.)
  3. It appears in the New column of the cold-calling "Due Today" board.

2  The setter works the board — one rule

Call the card, then drag it one column right. The drag is the disposition — automation sets the funnel Stage and the next call date, and the card leaves today's queue until it's due again. The rep never types a date (one exception: Callback Later).

Didn't reach them (the no-contact ladder):

  1. No answer / voicemail / brush-off → drag to the next Attempt column. Cadence: New → Attempt 1 (+1d) → Attempt 2 (+3d) → Attempt 3 (+6d) → Cold (+30d).
  2. Exhausted the attempts, never connected → Cold. Stage moves to Future Potential; comes back in 30 days as Returning.

Talked to them (the conversation outcomes):

Drag to…WhenAutomation sets Stage →What happens to the card
Meeting SetThey booked a pitchPitch BookedLeaves the board (date cleared); returns only via No-Show Recovery
Callback Later"Call me on/after X"Future PotentialYou're prompted for the date; comes back then as Returning
Soft NoNot now, still open somedayPicked Up - Not ScheduledParks ~30 days, returns as Returning
Not InterestedA firm noNot InterestedLeaves the board
DisqualifiedNot a real fit / bad leadDisqualifiedLeaves the board (also flags lead quality)
Do Not ContactAsked us to stop / complianceSales - DO NOT CONTACTSuppressed — do not call again

3  The Returning column — warm re-engagements

  1. Parked leads (Callback Later, Soft No, Cold) carry a future date, so they sit off the board while they wait.
  2. When that date comes due, automation flips them to Returning (at 8 AM) and they reappear in your working area.
  3. Treat a Returning card as warm — they already engaged once. Work it like a fresh attempt: drag it through the Attempt ladder or to a new outcome.

4  Meeting booked → outcome

  1. Showed & pitched → Stage = Post-Pitch Follow-Up → on to close (or Won).
  2. No-show → set Stage = Meeting (No Show) and Follow_Up_Status = New → it lands on the No-Show Recovery board.

5  No-show recovery — same motion, tighter timing

Same drag-through-columns muscle, faster cadence since they were already committed.

  1. Cadence: New → Attempt 1 (+1d) → Attempt 2 (+2d) → Attempt 3 (+4d) → Cold (+30d).
  2. Conversation outcomes (Meeting Set, Soft No, Not Interested, …) work exactly the same here.
  3. Rebooked → back to Stage = Pitch Booked.

6 ·  Terminal states

Deal Won · Not Interested · Disqualified · Sales - DO NOT CONTACT. These leave all active boards. (Parked states — Callback Later, Soft No, Cold, Future Potential — are not terminal; they cycle back as Returning.)

Cadence timing LIVE · tested 2026-06-16

MoveCold-CallingNo-Show RecoveryWhat happens on the drag
New / Returning → calltodaytodaydue today; no call-date stamp (no call happened yet)
→ Attempt 1+1 day+1 dayLast_Call_Date=today, set next date
→ Attempt 2+3 days+2 daysstamp + reschedule
→ Attempt 3+6 days+4 daysstamp + reschedule
→ Cold+30 days+30 daysalso Stage → Future Potential
→ Soft No+30 days+30 daysStage → Picked Up - Not Scheduled
→ Callback Laterrep's date (else +30)rep's date (else +30)Stage → Future Potential

The fields & automation behind it

FieldTypeJob
Follow_Up_StatusPicklist: New · Attempt 1 · 2 · 3 · Cold · Returning · Meeting Set · Callback Later · Soft No · Not Interested · Disqualified · Do Not ContactThe Kanban columns. The "what happened on the last touch" field — set by dragging.
Next_Follow_Up_DateDate (ⓘ tooltip in CRM)Drives the "Due Today" filter — the self-limiting daily queue.
Last_Call_DateDate (ⓘ tooltip in CRM)SLA & reporting. Stamped only on real call advances.
StageFunnel picklistThe funnel truth. The automation writes it for you (Pitch Booked, Future Potential, etc.) — reps don't touch it.

Automation (all invisible to reps): (1) a seed rule sets New + today's date on every new Sales lead; (2) a status-change rule fires the Deluge function on every drag to set the Stage + dates; (3) a date-based rule flips parked cards to Returning when they come due; (4) a layout rule prompts for the date on Callback Later. No Blueprint, no clicking into records.

Two boards, one motion

Board (Kanban view)ShowsUsed during
Cold Calling — Due TodayPipeline = Sales · Next_Follow_Up_Date due today/overdue · not a No-Show · grouped by Follow_Up_StatusMain setter block
No-Show Recovery — Due TodayStage = Meeting (No Show) · due today · grouped by Follow_Up_StatusNo-show block

Heads-up on views: the default "Due Today" views can be filtered to Deal Owner = you, so a rep with nothing assigned sees an empty board. For a shared pool, use the owner-less version of the view.