How to Set Up Auto Follow Up? 

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Step 1: Understand Categories for Follow Ups

 

First, familiarize yourself with the different categories for follow up actions in AnyBiz.io. These categories are based on the prospect’s behavior and interest, allowing you to set specific instructions for each stage of the interaction. Here are the key categories:

• Interested: The prospect has shown an interest in your product or service.
• Buying Intent: The prospect has strong interest and may be ready to purchase soon.
• Meeting Intent: The prospect is eager to schedule a meeting.
• Need Follow Up: The prospect requires a prompt follow-up to keep the conversation alive.
• Request for Pricing: The prospect has inquired about pricing information.
• Information Request: The prospect is seeking more information and may be open to further discussions.
• Competitor Comparison: The prospect is comparing your product or service to a competitor's.
• Referral: The prospect was referred to you by a current customer or partner.
• Uses Competitor: The prospect is already using a competitor’s product or service.
• Positive Feedback: The prospect has given positive feedback on your offerings.

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Step 2: Configure Auto Follow Up Instructions

 

Once you’ve identified the categories relevant to your communication flow, it’s time to set up the follow-up instructions. Here’s how you can write them:

1. Go to the Auto Follow Up Tab: Navigate to the Auto Follow Up tab in AnyBiz.io where you can configure the follow-up instructions for each category.

2. Set Up Instructions for Each Category: For each category, you can write specific instructions that will guide the system’s behavior. For instance:

   • Interested: “Send a reminder message to inquire about further questions and provide more details on the product.”
   • Request for Pricing: “Provide a link to the pricing page and offer assistance with any specific pricing queries.”
   • Meeting Intent: “Suggest available times for a meeting, and include a Calendly link to book a time slot.”

   You can also include links (such as to a pricing page or product details) but keep in mind that a large number of links in a message can reduce its effectiveness and may come across as spammy.

1. Integrate with Calendly: If you have a paid version of Calendly, you can integrate it into the follow-up instructions. For example, in the Meeting Intent category, you can include a link to your Calendly scheduling page, allowing prospects to book time directly with you.

 

Once a prospect books a call through Calendly, our Auto Follow Up feature will automatically stop sending follow-ups to that prospect. This ensures your communication remains personalized and relevant, avoiding unnecessary messages after the prospect has scheduled a call.

It should be noted that the automatic disabling of follow-ups when booking a call with a prospect works only with any paid version of Calendly.

If there is no integration with Calendly or if it is not a corporate version, automatic follow-ups will continue to be sent. The best solution in this case is to purchase a minimum paid subscription to Calendly, which will allow you to fully utilize the auto-follow-up functionality and ensure you don’t miss any important prospect interactions.

By doing so, you can take full advantage of the automation and never worry about sending redundant messages or missing a key interaction with your prospects. This solution is ideal for maintaining a personalized, efficient communication flow while boosting conversion rates.

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Step 3: Manual Overrides

 

While auto follow ups are automated, there are situations where manual intervention is necessary:

• Replying Manually: If you receive a response from a prospect in a category where auto-follow-up is enabled, you can choose to reply manually. After responding, auto follow ups for that specific prospect will be disabled.

• Disabling Auto Follow Ups: If you want to stop auto-follow-ups for a particular prospect or for the entire category, you can do this by navigating to the Inbox tab, selecting the relevant thread, and clicking on Auto Follow up toggle . You can choose to disable auto-follow-ups for either the individual prospect or for all prospects in that category.

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Step 4: Tips for Effective Follow Up Instructions

 

• Strategic Follow Ups: Not all prospects need the same level of follow-up. Use manual follow-ups for higher-value prospects where personal interaction can make a significant difference while automating standard follow-ups for routine nurturing.

• Track Engagement: If you’re using Calendly, monitor the success of follow-up messages by tracking the number of scheduled meetings through the integration.

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Conclusions

 

By configuring follow-ups, you ensure that AnyBiz.io’s powerful automation system can help you maintain consistent, personalized communication with your prospects. This enables timely and relevant interactions, ultimately increasing the likelihood of conversion and overall satisfaction. With automated, yet tailored follow-up actions based on each prospect's behavior and interests, you can create a more effective and seamless communication process, leading to better outcomes for your business.