v4.2 · LIVE · updated Oct 13, 2026
The Follow-Up Cadence
Kanban-driven setter & closer process — the rep only ever drags a card; automation sets the funnel Stage and the next call date.
v4.2 · LIVE · updated Oct 13, 2026
Kanban-driven setter & closer process — the rep only ever drags a card; automation sets the funnel Stage and the next call date.
Blue = entry · Teal = active calling cadence (Kanban columns) · Amber = booked / closer cadence · Purple = parked & recyclable (returns as Returning) · Green = won · Red = terminal.
A test lead, "Acme Roofing — Test Lead," step by step. (Faithful recreation of the live board — same columns & colors, neutral data.)
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.
The drop stamps Last Call Date = today and reschedules to +1 day, so the card disappears from today's board and comes back tomorrow. Setter ladder (7 attempts): New → 1 (+1d) → 2 (+2d) → 3 (+3d) → 4 (+3d) → 5 (+5d) → 6 (+7d) → 7 (+14d) → Cold (+30d).
The rep only dragged a card. Automation set the funnel Stage for them — open the record and:
It leaves the cold board entirely. If the meeting later no-shows, it reappears on the No-Show Recovery board.
The card stays due today and its funnel Stage doesn't change. There's no date to enter — if they gave you a time, put it in a note. Call these before anything in New: they answered, so they're your hottest leads. A card you didn't get to stays here, overdue, until someone calls it.
No answer on the call back? Drag it to Attempt 1 — always Attempt 1, even if the lead was on Attempt 6 before they picked up. Answering resets them to the fast end of the ladder (+1, +2, +3 days) instead of the slow end.
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 Follow Up. (This column used to be called Callback Later.)
The date-based automation flipped it from Future Follow Up 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. (Managers: the flip to Returning works, but setter-parked leads don't yet reappear on the Warm Calling boards — see known gap 1.)
Follow_Up_Status = New, Next_Follow_Up_Date = today. (The funnel Stage stays whatever the lead came in as — the cadence runs alongside it.)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: Future Follow Up).
Didn't reach them (the no-contact ladder):
Talked to them (the conversation outcomes):
| Drag to… | When | Automation sets Stage → | What happens to the card |
|---|---|---|---|
| Meeting Set | They booked a pitch | Pitch Booked | Leaves the board (date cleared); returns only via No-Show Recovery |
| Callback Today new | They answered and want a call back later today | unchanged | Stays due today, just ahead of New. No answer on the call back → Attempt 1 |
| Future Follow Up (was Callback Later) | "Call me on/after X" — a future date | Future Follow Up | You're prompted for the date; comes back then as Returning |
| Soft No | Not now, still open someday | Picked Up - Not Scheduled | Parks ~30 days, returns as Returning |
| Not Interested | A firm no | Not Interested | Leaves the board |
| Disqualified | Not a real fit / bad lead | Disqualified | Leaves the board (also flags lead quality) |
| Do Not Contact | Asked us to stop / compliance | Sales - DO NOT CONTACT | Suppressed — do not call again |
The deal's stage is recalculated from all of its Client Meetings, so it doesn't matter whether you mark the last meeting's outcome first or book the next meeting first.
Pitch Booked; a second meeting (an "SOP" / "Checkup" meeting) → Post Pitch Meeting Booked. The deal owner becomes the rep assigned to the meeting, and the card leaves the calling boards.Meeting (No Show) (or Post Pitch No Show for a second meeting) with Follow_Up_Status = New and today's date — it lands on the recovery board the same day.Stage = Post Pitch Follow Up yourself (or Deal Won). Known gap 2.Stage = Meeting (No Show) and Follow_Up_Status = New so it lands on the recovery board. Known gap 2.After a closer has met with the client, the deal works a closer-side cadence — the same one-drag motion. (Closers prefer working the board to clicking into each record.)
Post Pitch Future Follow Up. The drag is the disposition, exactly like the setter board.Deal Won.Post Pitch No Show).Same drag-through-columns muscle, faster cadence since they were already committed.
Stage = Pitch Booked.Deal Won · Not Interested · Disqualified · Sales - DO NOT CONTACT. These leave all active boards. (Parked states — Future Follow Up, Soft No, Cold — are not terminal; they cycle back as Returning.)
The same 7-step ladder at three speeds. The track is chosen automatically by the deal's Stage — the rep just drags a card; nobody picks a track.
| Drag to… | Setter · Cold-Calling | Setter · No-Show Recovery (tighter) | Closer · Post-Pitch (slower) |
|---|---|---|---|
| New / Returning | today | today | today |
| → Callback Today | today | today | today |
| → Attempt 1 | +1 day | +1 day | +2 days |
| → Attempt 2 | +2 days | +1 day | +3 days |
| → Attempt 3 | +3 days | +2 days | +4 days |
| → Attempt 4 | +3 days | +2 days | +5 days |
| → Attempt 5 | +5 days | +3 days | +7 days |
| → Attempt 6 | +7 days | +5 days | +10 days |
| → Attempt 7 | +14 days | +7 days | +14 days |
| → Cold | +30d → Future Follow Up | +30 days | +30d → Post Pitch Future Follow Up |
| Full span | ~5 weeks, 7 touches | ~3 weeks (fast recovery) | ~6.5 weeks (relationship-paced) |
Which track runs? A deal on a normal calling stage → Cold-Calling. A Meeting (No Show) deal → the tighter No-Show Recovery. A Post Pitch Follow Up / Post Pitch Future Follow Up deal → the slower Closer pace. Same drag, same columns — only the wait between calls differs. Conversation outcomes (Callback Today, Soft No, Future Follow Up, Meeting Set, …) behave the same on all three: Callback Today → due today, Stage unchanged; Soft No → Picked Up - Not Scheduled +30d; Future Follow Up → the rep's date (else +30d); Meeting Set → Pitch Booked, off the board.
| Field | Type | Job |
|---|---|---|
Follow_Up_Status | Picklist, in board order: Returning · Callback Today · New · Attempt 1–7 · Cold · Meeting Set · Future Follow Up · Soft No · Not Interested · Disqualified · Do Not Contact | The Kanban columns. The "what happened on the last touch" field — set by dragging. |
Next_Follow_Up_Date | Date (ⓘ tooltip in CRM) | Drives the "Due Today" filter — the self-limiting daily queue. |
Last_Call_Date | Date (ⓘ tooltip in CRM) | SLA & reporting. Stamped only on real call advances. |
Stage | Funnel picklist | The funnel truth. The automation writes it for you (Pitch Booked, Future Follow Up, etc.) — reps don't touch it. |
Automation (all invisible to reps): (1) seed rules set New + today's date on every new Sales lead, and on any deal moved into New Lead with a blank status; (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 Future Follow Up; (5) two Client Meeting rules recalculate the deal's stage when a meeting is booked or marked No show. No Blueprint, no clicking into records.
Every board is the same Cadence Kanban (columns = Follow Up Status). The saved view decides which deals are on it. Criteria below are as configured on 2026-10-13; "due" means Next Follow Up Date is today or earlier.
| Board (saved view) | Shows | Used by |
|---|---|---|
| Warm Calling - Due Today (Setters Leads Na) | Pipeline = Sales · Stage = New Lead or Leads NA · due. Leaves out deals owned by Antonio Garcia or Julian Mayo, deal names containing "turnkey" or "upgrade", and companies under $1M. | Setters — shared pool, main calling block |
| My Warm Calling - Due Today | Same idea, limited to deals you own · Stage = Unaware Prospect, New Lead or Leads NA · due | Setters — their own leads |
| Warm Calling - Due Today Manager | Pipeline = Sales · New Lead or Leads NA · due · no exclusions | Managers — the whole queue |
| Hot Calling - Due Today_Manager | Every Sales deal in New Lead, regardless of date | Managers — fresh leads |
| No-Show Recovery - Due Today (+ Manager version) | Stage = Meeting (No Show) · due | Setters — no-show block |
| Closer Follow Up - Due Today | Stage = Post Pitch Follow Up or Post Pitch Future Follow Up · due | Closers — post-pitch follow-ups |
| Closer No-Show Recovery - Due Today (+ Manager version) | Stage = Post Pitch No Show · due (the rep version is limited to deals you own) | Closers — second-meeting no-shows |
Heads-up on views: the "My…" and closer no-show views are filtered to Deal Owner = you, so a rep with nothing assigned sees an empty board — use the shared or Manager version for a pool. No Warm Calling view includes the Future Follow Up or Picked Up - Not Scheduled stages (known gap 1) or New Lead Under $1M. The older "Call Back Later Today" view predates the Callback Today column and is no longer needed.
What a fully working system does at every follow-up status and every pipeline stage — the trigger, the automation it fires, the fields it writes, and where the deal then shows up. Working = live and correct. Gap = currently broken or incomplete; see the known-gaps box below. Verified against the live functions, workflow rules and saved views on 2026-10-13.
Function B411_Cadence_Stamp runs on every Follow_Up_Status change (rule "Cadence - stamp dates on status change", Pipeline = Sales) and on new-lead seed (rule "Cadence - new lead seed"). Intervals shown as setter / no-show / closer — the track is picked automatically from the deal's Stage. A Note "Cadence Update by <rep>" is logged on every change except the New seed.
| Status set to… | Automation runs | Fields written | Board / visibility | Flag |
|---|---|---|---|---|
| (blank / -None-) | Function returns immediately — no-op guard | none | Stays off all boards (an exited deal can't bounce back) | Working |
| New / Returning | Seeds / re-surfaces the card | Next_Follow_Up_Date = today. Last_Call_Date not stamped. | Lands on the due-today board (New seed logs no Note; Returning does) | Working |
| Callback Today new | Holds a lead who answered and asked for a same-day call back | Next = today; Last_Call_Date = today; Stage not touched | Stays on the due-today board in the column just ahead of New; goes overdue (still visible) if not called. Rep moves it to Attempt 1 on no answer, which restarts the fast intervals | Working |
| Attempt 1 | Reschedules next call; consolidates a worked fresh lead | Next = +1 / +1 / +2; Last_Call_Date = today; if setter-entry stage → Stage = Leads NA | Drops off today and returns on the next due date, on whichever board its stage belongs to | Working |
| Attempt 2 | Same as above | Next = +2 / +1 / +3; Last_Call = today; setter-entry → Leads NA | Same | Working |
| Attempt 3 | Same | Next = +3 / +2 / +4; Last_Call = today; setter-entry → Leads NA | Same | Working |
| Attempt 4 | Same | Next = +3 / +2 / +5; Last_Call = today; setter-entry → Leads NA | Same | Working |
| Attempt 5 | Same | Next = +5 / +3 / +7; Last_Call = today; setter-entry → Leads NA | Same | Working |
| Attempt 6 | Same | Next = +7 / +5 / +10; Last_Call = today; setter-entry → Leads NA | Same | Working |
| Attempt 7 | Same | Next = +14 / +7 / +14; Last_Call = today; setter-entry → Leads NA | Same | Working |
| Cold | Parks the lead; sets nurture stage | Next = +30; Last_Call = today; closer-stage → Post Pitch Future Follow Up, else (non-no-show) → Future Follow Up (no-show keeps its stage) | Off board until due, then flips to Returning. Setter-track returns are not on a calling board yet. | Working Gap 1 |
| Soft No | Parks "open someday" | Stage = Picked Up - Not Scheduled; Next = +30; Last_Call = today | Off board until due, then flips to Returning. Setter-track returns are not on a calling board yet. | Working Gap 1 |
| Future Follow Up (was Callback Later) | Honors the rep's date | Stage = Future Follow Up; Next = rep's future date, else +30; Last_Call = today | Off board until due, then flips to Returning. Setter-track returns are not on a calling board yet. | Working Gap 1 |
| Meeting Set | Marks a booked pitch, pulls it off the board | Stage = Pitch Booked; Next cleared; Last_Call = today | Leaves all calling boards | Working Gap 3 |
| Not Interested | Terminal disposition | Stage = Not Interested; Next cleared; Last_Call = today | Leaves all boards | Working |
| Disqualified | Terminal disposition | Stage = Disqualified; Next cleared; Last_Call = today | Leaves all boards | Working |
| Do Not Contact | Suppresses the lead | Stage = Sales - DO NOT CONTACT; Next cleared; Last_Call = today | Leaves all boards — never call again | Working |
Setter-entry stages (the only ones a worked Attempt pushes to Leads NA): New Lead, New Lead Under $1M, Unaware Prospect. Closer, no-show, booked and parked stages keep their own stage through the ladder.
How a deal enters each stage, what fires on entry, the fields written, and the board it lands on. The meeting function never moves a deal that is already Won, Not Interested, Disqualified or Do Not Contact.
| Stage | How a deal enters | Automation on entry | Fields written | Shows up on | Flag |
|---|---|---|---|---|---|
| New Lead (setter entry) | Deal created, Pipeline = Sales — or an existing deal moved into New Lead with a blank status | Rule "Cadence - new lead seed" (on create) or "Cadence - New Lead stage seeds status" (on a move) → sets status, then B411_Cadence_Stamp runs | Follow_Up_Status = New; Next = today | Warm Calling boards, New column | Working |
| Unaware Prospect / New Lead Under $1M (setter entry) | Deal created in that stage, Pipeline = Sales | Rule "Cadence - new lead seed" (create only) | Follow_Up_Status = New; Next = today | Unaware Prospect: My Warm Calling only. New Lead Under $1M: not on a Warm Calling board (by design) | Working |
| Leads NA | A setter logs Attempt 1–7 on a setter-entry deal | Cadence function moves the stage | Stage = Leads NA (+ the Attempt's dates) | Stays on the Warm Calling boards | Working |
| Future Follow Up (stage) | Via status Cold (setter track) or status Future Follow Up | Cadence function; then date rule "Cadence - return to board" flips Cold / Future Follow Up / Soft No → Returning when the date comes due | Stage; Next (+30, or the rep's date) | Off the boards while parked. On return the status flips, but this stage is not on any calling board | Gap 1 |
| Picked Up - Not Scheduled | Via Soft No | Cadence function (+ return-to-board rule) | Stage; Next = +30 | Same as above — flips to Returning but is not on a calling board | Gap 1 |
| Pitch Booked | A first meeting is booked (Client Meeting created, linked to the deal, start time in the future) — or status Meeting Set | Rule "4Biz - Meeting Booked - Recompute Deal Stage" → function ClientMeetingUpdateDealStage_4Biz; or the cadence function on Meeting Set | Stage = Pitch Booked; Owner = the meeting's assigned rep; Follow_Up_Status and Next cleared | Off all calling boards | Working |
| Post Pitch Meeting Booked | A second meeting is booked (meeting name contains "SOP" or "Checkup", start time in the future) | Same rule and function as Pitch Booked | Stage; Owner = assigned rep; status and Next cleared | Off all calling boards | Working Gap 3, 6 |
| Meeting (No Show) | A first-pitch meeting's status becomes No show | Rule "4Biz - Client Meeting Status Updated" → ClientMeetingUpdateDealStage_4Biz | Stage = Meeting (No Show); Follow_Up_Status = New; Next = today | No-Show Recovery - Due Today, same day. Canceled meetings do not get here automatically. | Working Gap 2 |
| Post Pitch No Show | A second (SOP / Checkup) meeting's status becomes No show | Same rule and function | Stage = Post Pitch No Show; Follow_Up_Status = New; Next = today | Closer No-Show Recovery - Due Today | Working Gap 5 |
| Post Pitch Follow Up | A held pitch with no next meeting booked | The function is built to do this on Showed, but the status rule doesn't call it for Showed — set by hand today | Stage (manual). Once set, the closer cadence track applies | Closer Follow Up - Due Today | Gap 2 |
| Post Pitch Future Follow Up | Via Cold on a closer-stage deal (+30) | Cadence function | Stage = Post Pitch Future Follow Up; Next = +30 | Off the board until due, then back on Closer Follow Up - Due Today as Returning | Working |
| Sales - DO NOT CONTACT | Via Do Not Contact | Cadence function | Stage; Next cleared | Suppressed — terminal for calling | Working |
| Not Interested / Disqualified | Via the matching disposition | Cadence function | Stage; Next cleared | Off all boards (terminal) | Working |
| Deal Won / Closed Deals - Tracking | Sale made | Manual — end of pipeline | Stage | Off calling boards | Working |
Checked against the live system on 2026-10-13. Numbers match the flags in the tables above.
Future Follow Up stage; Soft No parks it in Picked Up - Not Scheduled. On the due date the status flips to Returning as designed, but the Warm Calling boards only show New Lead and Leads NA, so nobody sees the card. On 2026-10-13 that was 368 Returning deals in Future Follow Up and 67 in Picked Up - Not Scheduled. No-show and closer returns are not affected. Fix options: move the deal to Leads NA when it flips to Returning, or add the two stages to the Warm Calling views — and release the backlog in batches either way.Post Pitch Follow Up; Canceled → Meeting (No Show); Canceled No Reschedule → parked 90 days), but the rule that calls it on a status change, "4Biz - Client Meeting Status Updated", only lets No show through. Until that rule is widened, reps set the stage by hand after a held or canceled meeting.Post Pitch Meeting Booked. Booking the meeting itself sets the right stage, so there is no need to use Meeting Set on those deals.Meeting (No Show); second-meeting no-shows have their own board but use the setter intervals.Future Follow Up, and the three deals stranded by it were recovered.