Building Follow-Up Sequences

Follow-Up Sequences are multi-step text campaigns that run automatically based on specific events. When a new lead comes in, a call goes unanswered, or a quote is sent without a response, the sequence kicks in and sends a series of timed messages to keep the conversation moving. If the customer replies at any point, the sequence stops automatically.

Pre-Built Sequences

Kairvio includes three ready-to-use sequences:

  • New Lead Nurture — triggers when a new lead arrives. Introduces your business, shares key services, and encourages booking.
  • Missed Call Follow-Up — triggers when a call goes unanswered. Follows up with a text to re-engage the caller.
  • Quote Follow-Up — triggers when a quote is sent and the customer doesn’t respond. Nudges them toward a decision.

Each sequence comes with default timing and messages that you can use as-is or customize.

How to Set It Up

  1. Go to Settings > AI & Automation and find the Follow-Up Sequences card (“Automated multi-step follow-ups for leads and quotes”).
  2. Click the expand chevron to open the card’s settings (there is no master toggle — you control each sequence individually inside).
  3. You’ll see the three pre-built sequences. Toggle each one on or off.
  4. Click on a sequence to customize it:
    • Edit the messages for each step.
    • Adjust the timing between steps (how long to wait before sending the next message).
    • Add or remove steps as needed.
  5. Click Save.

Tips

  • Try the defaults first. The pre-built sequences are based on what works for most local service businesses. Use them for a few weeks before making changes.
  • Space steps further apart over time. A good rhythm is something like 1 hour after the event, then 1 day, then 3 days. Early messages should feel prompt; later ones should feel like a gentle check-in, not pressure.
  • Include your booking link in the final step. By the last message, give them a clear call to action and an easy way to book.
  • Add “Reply STOP to opt out” in the final step. This keeps you compliant and respectful of customers who aren’t interested.
  • Merge tags are available in every step. Use {{customer_name}} and {{business_name}} to personalize each message.
  • Sequences auto-stop on reply. As soon as the customer texts back, the sequence ends and the conversation moves to your inbox (or the AI Assistant, if enabled). You never have to worry about a customer getting an automated message after they’ve already responded.
Previous Configuring Smart Follow-Ups