v4 · LIVE
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 · LIVE
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. The loop continues — no lead is ever truly lost.
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 |
Stage = Post-Pitch Follow-Up → on to close (or Won).Stage = Meeting (No Show) and Follow_Up_Status = New → it lands on the No-Show Recovery board.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.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) 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 Future Follow Up. No Blueprint, no clicking into records.
| Board (Kanban view) | Shows | Used by |
|---|---|---|
| Warm Calling — Due Today | Pipeline = Sales · Stage = Leads NA · Next_Follow_Up_Date due today/overdue · grouped by Follow_Up_Status | Setters — main calling block |
| No-Show Recovery — Due Today | Stage = Meeting (No Show) · due today · grouped by Follow_Up_Status | Setters — no-show block |
| Closer Follow Up — Due Today new | Pipeline = Sales · Stage = Post Pitch Follow Up or Post Pitch Future Follow Up · due today/overdue · grouped by Follow_Up_Status | Closers — post-pitch follow-ups |
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.
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 B411_Cadence_Stamp function and the live Zoho workflow rules (2026-10-01; statuses and stage names updated 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, returns on the next due date; stays on Cold-Calling board | 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 | Working |
| Soft No | Parks "open someday" | Stage = Picked Up - Not Scheduled; Next = +30; Last_Call = today | Off board until due, then flips to Returning | Working |
| 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 | Working |
| Meeting Set | Marks a booked pitch, pulls it off the board | Stage = Pitch Booked; Next cleared; Last_Call = today | Leaves all calling boards | Gap 5 |
| 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, New Fresh M411. 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.
| Stage | How a deal enters | Automation on entry | Fields written | Shows up on | Flag |
|---|---|---|---|---|---|
| New Lead / New Lead Under $1M / Unaware Prospect / New Fresh M411 (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 into New Lead) → sets status, then B411_Cadence_Stamp runs | Follow_Up_Status = New; Next = today | Cold Calling – Due Today (New column) | 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 Cold Calling board | Working |
| Future Follow Up (stage) | Via status Cold (cold-call) or status Future Follow Up | Date rule "Cadence - return to board" flips Cold / Future Follow Up / Soft No → Returning when the date comes due | Stage, Next (nurture) | Off board until due, re-surfaces as Returning | Working |
| Picked Up - Not Scheduled | Via Soft No | Cadence function (+ return-to-board rule) | Stage; Next = +30 | Off board until due, re-surfaces as Returning | Working |
| Meeting (No Show) | A Client Meeting's Showed_Status becomes "No show" | Workflow "4Biz - Client Meeting Status Updated" → function clientmeetingupdatedealstage_4biz sets Stage only | Stage = Meeting (No Show). Follow_Up_Status & Next NOT touched. | Nothing — stale status + no due date keep it off the No-Show Recovery board | Gap 1 |
| Pitch Booked | Via Follow_Up_Status = Meeting Set, or set by hand when a 1st meeting books | Cadence function (on Meeting Set) — otherwise none | Stage = Pitch Booked; Next cleared | Off all calling boards | Gap 3 |
| Post Pitch Follow Up | Closer nurture after a held 1st pitch with no 2nd meeting | Runs the closer cadence track once set | Stage (manual to enter) | Closer Follow Up – Due Today | Gap 4 |
| Post Pitch Meeting Booked | A 2nd meeting is booked | None auto-sets this stage | Stage (manual) | Off calling boards | Gap 3, 5 |
| Post Pitch No Show | A post-pitch (2nd) meeting no-shows | None auto-sets this stage | Stage (manual) | Not on any recovery board | Gap 7 |
| Post Pitch Future Follow Up | Via Cold on a closer-stage deal (+30) | Cadence function | Stage = Post Pitch Future Follow Up; Next = +30 | Closer nurture; returns when due (planned: cancel-no-reschedule parks here) | 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 Tracking / Closed Deals - Tracking | Sale made | Manual — end of pipeline | Stage | Off calling boards | Working |
The cadence engine above is live and working. These are the known seams between it and the meeting/booking flows — on the roadmap, not fires to fight.
Stage but leaves Follow_Up_Status / Next_Follow_Up_Date stale, so the deal never surfaces on the No-Show Recovery board. Fix in progress: also set Follow_Up_Status = New + Next = today on no-show.Showed_Status == "Canceled", but the real values are "Canceled Needs to Reschedule" / "Canceled No Reschedule" — so the branch never fires.Pitch Booked / Post Pitch Meeting Booked and the owner by hand.Post Pitch Meeting Booked.isNoShow) only recognizes Meeting (No Show), so post-pitch no-shows don't get the tighter recovery pace.