Configuring Smart Follow-Ups
Smart Follow-Ups automatically reach out to two groups that often slip through the cracks: cold leads who stopped responding and past customers you haven’t heard from in a while. No manual tracking required — Kairvio watches for inactivity and sends a friendly nudge at the right time.
Two Types of Smart Follow-Ups
Cold Lead Recovery targets leads who went silent mid-conversation. If a lead hasn’t responded in a set period (default: 48 hours), Kairvio sends a follow-up message to re-open the conversation.
Seasonal Re-engagement targets past customers who haven’t booked in a while (default: 180 days). It sends a message inviting them back, which is perfect for seasonal services or routine maintenance reminders.
How to Set It Up
- Go to Settings > AI & Automation and find the Smart Follow-Ups card (“Cold lead recovery & seasonal re-engagement”) — look for the NEW badge.
- Turn the toggle on to enable Smart Follow-Ups (it’s off by default), then click the expand chevron to open the card’s settings.
- Toggle on Cold Lead Recovery, Seasonal Re-engagement, or both.
- Adjust the timing:
- Cold Lead Recovery — how long to wait after a lead goes quiet (default: 48 hours)
- Seasonal Re-engagement — how long since a customer’s last booking (default: 180 days)
- Customize the messages for each type.
- Set the max follow-ups — how many messages to send before stopping (default: 2).
- Click Save.
Tips
- Keep cold lead messages casual. These people already showed interest. A simple “Hey, just checking in — still looking for help with [service]?” goes further than a formal sales pitch.
- Mention seasonal services in re-engagement messages. “Spring is here — time for your annual gutter cleaning!” feels timely and relevant, not spammy.
- Stick to 2 or 3 follow-ups max. More than that and you risk annoying people. If they don’t respond after 2 to 3 messages, it’s best to move on.
- Use merge tags for personalization. Including the customer’s name and your business name makes automated messages feel more human.
- Review results monthly. Check how many cold leads re-engage and how many past customers book again. Adjust your timing and messaging based on what you see.