Workflow Playbooks

Playbook: Unlisted Search to SMS Campaign to Won Deal

This playbook ties four Revamp365 features into one motion: Property Search → My List → skip trace → SMS Blast → Pipeline. Each step links to the detailed how-to so you can go deeper where you need it.

The full chain at a glance

Step 1 — Search and save a list

1. Open Property Search from the left nav (the unlisted-properties search page).
2. Apply filters, then select the parcels you want.
3. Use Add to My List — toggle Create New List, name it, and Save. Reuse a list with Add to List.

See Save a property search as a reusable list for filter and selection details.

Step 2 — Skip trace the list into contacts

This is the bridge that makes the rest of the playbook work. When you skip trace a saved list, Revamp365 processes it in batches and, for every successful match, creates a contact in Contacts CRM automatically. Each contact is tagged Skip-Traced plus your list name, and a saved view named "Property - [List Name]" is created for you.

• Large lists process in the background; you get progress emails as they complete.
• Free users are gated by credits before billable lookups run.

Walk through it in Skip trace a saved property list.

Step 3 — Run the SMS Blast

Owners are now contacts, so you target them by tag — no re-import needed.

1. Open AI Voice & Chat → Campaigns → SMS Blast ("Bulk send batches of SMS messages").
2. Click Create Campaign. You must finish A2P registration first, or sending is blocked.
3. In Select Recipients, filter by your list-name tag (or the auto-created saved view), and narrow further by Lead Status, Lead Source, or Phone Status.
4. Write your message and send.

Details: Run an SMS blast campaign. To refine the audience, see Pick contacts for a campaign. Respect opt-outs — review Mark a contact DNC and understand STOP opt-outs.

Step 4 — Work replies and push to the pipeline

When an owner replies and the lead is real:

1. Open the contact in Contacts CRM.
2. Use Push to Pipeline to create a deal. If the contact has linked properties, pick the address; otherwise type one.
3. The deal lands on the Pipeline board (deal type defaults to wholesale). A "pushed to pipeline" note is added to the contact timeline.

Step 5 — Move it to won

Drag the deal across your stages, then set its status to closed won (or closed lost). Learn the board in What is the deal pipeline and close it out in Track closing milestones and won/lost deals.

Note: Pipeline is a Beta, paid-tier feature. Free and Starter accounts will see an upgrade prompt.

Playbook: Follow Up Automatically After Missed Calls

When a seller calls and you (or your AI voice agent) miss it, the lead goes cold fast. This playbook wires the call event to an automation that waits, texts, and books a follow-up task automatically.

How the chain fits together

1. An inbound caller reaches your AI voice agent or your number.
2. The call ends unanswered, so Revamp365 records a no-answer outcome on the call log.
3. That fires the Call no answer automation trigger.
4. Your automation enrolls the matched contact and runs a wait → SMS → task sequence.

For the front of the chain, point inbound traffic at an agent first: see assign an AI voice agent to an inbound number.

Build the automation

Open Automations from the sidebar (Pro+ or Dealmaker plans), then click + Create automation. The fastest start is the prebuilt No answer follow-up cadence template on the Automations tab — click Use template and it drops in this exact sequence:

Edit any step's copy, change the delays (minutes, hours, or days), and pick the From phone number on the Send SMS step. New to the builder? Start with create your first automation.

Tighten the trigger so it only fires when you want

The Call no answer trigger fires on any call whose outcome is no-answer, including outbound dials. To restrict it:

• Add a filter so the automation only runs for inbound calls or a specific lead status. Review the options in triggers, conditions, and actions.
• Related triggers you can swap in: Voicemail left, Call completed, or Human call logged.

Built-in safety guards

• The Send SMS step has Respect DNC on by default, so opted-out contacts are skipped.
• Turn on Respect quiet hours to hold texts outside the 9 PM–8 AM window.
• Re-enrollment is allowed, so a contact who misses you again gets the sequence again.

Confirm it works

Place or simulate a no-answer call, then open the Logs tab (or the automation's run history). A green run shows the contact enrolled and each step's result; a failed run names the reason, such as opt_out_block. Walk through reading these in read automation run logs and fix failures.

Extend the play

• Escalate stalled leads with a voice retry using a transfer-to-human rule.
• Flip the lead's status when the AI call result changes in update lead status after AI voice outcomes.

Playbook: Update Lead Status From AI Voice Call Outcomes

When your AI voice agent finishes a call, the outcome should move the lead forward without manual data entry. This playbook wires a voice AI call result to an automation that rewrites the contact's Lead Status and Lead Temperature for you.

How the chain fits together

Step 1 — Confirm the AI voice agent is running

The trigger only fires when a voice AI call log lands on a contact. Make sure your inbound number has an agent assigned and that calls attach to the right contact. See Assign an AI voice agent to an inbound number and Read AI call transcripts, recordings, and summaries.

Step 2 — Build the automation

Go to Automations in the left nav, open the Automations tab, and click New automation (the builder walks you through Trigger, Filter, and Action steps). For a refresher, read Create your first automation.

Pick one of these Call triggers:

• Call completed — fires when the call ends.
• Call no answer — the contact did not pick up.
• Voicemail left — the agent reached voicemail.
• Call record created — any new call log.

Step 3 — Filter on the outcome

The trigger alone fires on every matching call. On the Filter tab choose Add filter to build a condition (it reads "Only continue when a record matches these conditions"). Useful call fields exposed to the filter include:

• User sentiment (Positive / Neutral / Negative)
• Call disposition and Interest level
• Call successful and Spoke with owner
• Call duration (minutes) and Disconnect reason

Example: continue only when User sentiment is Positive and Call duration (minutes) is greater than 1. Details on operators live in Automation triggers, conditions, and actions.

Step 4 — Update the lead status

Navigate to the first action step (labeled Step 1 in the builder), pick Update contact field, set Field to lead_status, and choose the value. Default statuses include NEW, #1 Make Contact, #2 Warm Follow Up, #3 Motivated Appointment Set, and Dead — plus any custom statuses you have added.

Click Add step to add a second Update contact field step for lead_temperature (Hot, Warm, or Cold) when you want the heat to match. Both fields are writable by automations, and each change is logged on the contact timeline.

Step 5 — Save and activate

Click Save to store the automation. Back on the Automations tab, open the row menu for your new automation and choose Activate. After a few live calls, switch to the Logs tab to confirm enrollments and step runs succeeded. To debug a miss, see Read automation run logs and fix failures.

Run a parallel automation off the same trigger to handle the opposite branch — for instance, route a "no answer" into a missed-call sequence in Set up follow-up after missed calls.

Playbook: Build a Booked-Appointment Reminder Workflow

Once a lead books a call, the gap between booking and showtime is where no-shows happen. This playbook chains your booking link, a custom Booking Workflow, and reminder actions so every confirmed appointment gets timed nudges automatically.

How the pieces fit together

A reminder system here is three connected parts:

1. An event type (booking link) that invitees use to book.
2. A Booking Workflow that listens for a booking event and fires actions.
3. Actions (email/SMS) scheduled relative to the appointment time.

Step 1: Confirm your booking link is live

In the left sidebar, open Calendar, then the My Booking Links tab. Under the Event Types sub-tab, make sure you have an active event type. If you do not, see use the scheduling calendar and event types and create and share a booking link.

When editing an event type, turn on Custom workflows under the Notifications and workflows section. With this on and no workflow narrowed to this link yet, Revamp still sends the standard confirmation and reminder emails — a custom workflow replaces them once it is attached.

Step 2: Create the reminder workflow

Go to My Booking Links → Booking Workflows and click Create Workflow. The builder has three steps:

• Trigger — name it (e.g., "Demo Call Reminders") and choose Before event starts. Set the timing amount and unit (minutes, hours, or days; up to 7 days).

• Actions — add the reminders (below).

• Event Types — leave Apply to all event types on, or limit it to specific booking links.

Click Create Workflow to activate, or Save Draft to finish later.

Step 3: Add the reminder actions

On the Actions step, choose an action type and its timing. For a classic two-touch reminder:

Type your copy and drop in merge fields like {event_name}, {event_date}, and {event_time}. Available action types also include emailing the host or someone else, updating lead status or temperature, adding a note, adding/removing a tag, and moving a contact into a voice workflow.

SMS actions require A2P approval and an A2P-registered sender number. Pick a Default SMS sender on the Trigger step, or override it per action. If you are not approved yet, the builder shows a Complete A2P link. See booking confirmations, reminders, cancellations, and rescheduling.

Step 4: Verify it runs

Reminders dispatch on a schedule, so test with a real booking a day out. Then open the Workflow logs sub-tab (or click a workflow row for its Execution History) to confirm each action shows sent with its scheduled and sent times. Failed rows display the error message.

Extend the chain

• Add a workflow with the Invitee marked as no-show trigger to auto-retag or update lead status.
• Pair reminders with a live agent using connect scheduling to an AI voice agent.
• For broader event-driven automation beyond bookings, see automation triggers, conditions, and actions.

Playbook: Build a Cold-Lead Nurture Workflow With SMS Drips and Automations

Cold leads rarely reply on the first touch. This playbook chains three Revamp365 features — Contacts CRM segmentation, an SMS drip cadence, and event-driven automations — so a stale list keeps getting nudged and warms itself up without manual chasing.

Step 1: Segment your cold leads in Contacts CRM

Open Contacts CRM from the left navigation and isolate the leads to nurture.

1. Tag the batch (for example cold-2024) or build a saved view filtered by Lead Status and Lead Temperature.
2. Set the temperature to Cold on the group so the segment is unambiguous. Selections over 500 contacts run in the background.
3. Confirm the contacts have valid phone numbers — skip-trace any that are missing one first.

See set lead status and temperature for the full pipeline of status values (NEW, #1 Make Contact, #2 Warm Follow Up, and so on).

Step 2: Build the SMS drip cadence

The drip lives in a multi-day Workflow. Go to AI Voice → Workflows, click Create Workflow, and on the Cadence step either start from a template or build your own.

• Add Send SMS steps and set the wait before each (minutes, hours, or days).
• Personalize with variables: {first_name}, {last_name}, {address}, {workflow_name}.
• Publishing SMS steps requires an approved A2P 10DLC registration. Until then you can Save Draft, but a red banner blocks publishing.

For message-writing detail, follow build an SMS drip sequence. To enroll the segment from Step 1, use the workflow's assign dialog and pick your saved view or tag.

Step 3: Automate status moves and opt-outs

Automations react to events so the nurture stays clean. Open Automations from the left nav, click + Create automation, choose a trigger, add optional conditions, then Add step.

Useful patterns for cold nurture:

• Trigger Inbound SMS received → step Set lead temperature to Warm and Add tag replied. A reply means the lead is no longer cold.
• Trigger Lead status changed to a hot stage → Enroll in AI Agent for a two-way conversation.
• Trigger SMS opt-out received → Turn DNC on. STOP replies already suppress sends; this mirrors the flag onto the contact.

Set the enrollment policy to control re-enrollment throttling, then Activate the automation (toggle it back to Pause anytime).

Step 4: Hand warm leads to the pipeline

When a lead engages, create a deal and track it on your board. Use move and bulk-update deals to advance the stage as the conversation progresses.

How the pieces connect

• The segment defines who gets messaged.
• The drip cadence does the repeated outreach.
• Automations watch for replies, opt-outs, and status changes, then update records and escalate.

Review delivery and reply stats on each campaign, and check Automations → Logs to confirm steps are firing as expected.

Playbook: Build a Seller-Lead Qualification Workflow

Turn raw inbound seller leads into a sorted, routed pipeline by chaining four Revamp365 features: Contacts CRM fields, an Automation with conditions, follow-up tasks, and a notification to your team. This playbook ties them together end to end.

Before You Build

Decide your qualification signals first, because the automation reads contact fields:

• Lead Status and Lead Temperature are real contact fields (columns in Contacts CRM). Their option values are yours to define — there are no hard-coded defaults. Set them up first in set lead status and temperature.
• Pick a tag convention (for example motivated, needs-skiptrace) and a list for qualified sellers.

Step 1: Map Your Qualification Logic

Write down the rule before opening the builder. A typical seller-lead rule:

Step 2: Create the Automation

Open Automations (from Integrations; the page lives at /automations), click + Create automation, then work through the three step types in the builder — Trigger → Filter → Action.

1. Trigger — choose what starts qualification. Real options include Inbound SMS received, Inbound SMS keyword matched, Contact created, Lead status changed, and Call no answer.

2. Filter — add a Conditions block (the filter tree) so only matching contacts continue, e.g. lead_temperature is empty.

3. Action(s) — add steps such as Set lead status, Set lead temperature, Add tag, Add to list, Turn DNC on, or Branch if to split Hot vs. cold paths.

Use the Re-enrollment setting (Once per record / Every time the trigger fires / Cooldown) so a chatty lead isn't re-qualified on every reply. New to the builder? Start with create your first automation.

Step 3: Add a Follow-Up Task and a Heads-Up

Inside the same automation, append two more action steps so a human acts on qualified leads:

• Create task — set a title like "Call back qualified seller", an optional description, a Due at date, an assigned user, and priority (low / normal / high). The task lands on the contact's timeline.
• Notify user — message your acquisitions rep when a lead turns Hot.

Want the lead to keep talking while you wait? Add an Enroll in AI Agent step to start an AI SMS conversation, or hand hot callers to voice.

Step 4: Activate and Verify

1. From the Automations list, open the row menu and click Activate (status moves draft → active; the same menu pauses it later).
2. Send yourself a test inbound message or create a test contact that matches the trigger.
3. Open the Logs tab and check Enrollments and Step runs — each step shows status and any error. Read automation run logs and fix failures if a step shows an error.

Keep the Pipeline Moving

Once leads are qualified and tagged, route Hot sellers into your deal pipeline and queue cold ones for nurture. Pair this with build a cold lead nurture workflow so no lead stalls.

Playbook: Carrot Lead to AI Voice Follow-Up to CRM Update

This playbook chains three Revamp365 features: an inbound lead webhook catches a Carrot form submission, the new contact auto-enrolls in an AI voice workflow, and an automation updates the lead's status from the call outcome. You need a Pro+ or Dealmaker plan for the workflow step.

How the chain fits together

Step 1 — Capture the Carrot lead

1. Open Integrations & Apps, then Webhooks, then the Receive Data tab (BETA).
2. Click New source and complete the wizard's Basics step. Name it (for example Carrot — Main Site) and optionally set a Default lead source of Carrot.
3. On the Basics step, open the Assign to Workflow dropdown and pick the AI voice workflow that should call these leads. This is the link between capture and calling — it sets the source's default workflow.
4. Advance through the Security step, skip Field mapping (Carrot's payload already matches Revamp's keys), skip Test, finish to Done, and copy the Webhook URL.
5. Paste that URL into Carrot's webhook settings, then submit a test lead.

Full detail lives in connect Carrot website forms to Revamp365. At least one of email or phone must be present, and a successful POST returns HTTP 202.

Step 2 — Confirm enrollment and the call

When a lead lands, Revamp creates or merges the contact, then enrolls it in the workflow you chose. Keep these rules in mind:

• The workflow must be active — archived workflows are skipped, but the contact is still created.
• Email-only contacts (no phone) are skipped for calling, because the AI agent has nothing to dial.
• A contact already active in the workflow will not be enrolled twice.

Build or activate the workflow under AI Voice & Chat → Workflows before you send live leads. To put your agent on inbound calls too, see assign an AI voice agent to an inbound number.

Step 3 — Update the CRM from the call outcome

The webhook sets lead_status = NEW; the call result moves it forward. Create an automation that listens for a call-outcome trigger and writes back to the contact:

1. In Automations, create an automation and pick a trigger such as Call completed, Call no answer, or Voicemail left.
2. Add an action that sets lead status or lead temperature (for example, Call completed → status QUALIFIED, temperature Hot).
3. Review each run under the automation's logs.

See create your first automation for the builder, and set lead status and temperature for the field values. To review what the agent said before acting, open AI call transcripts, recordings, and summaries.

If a Carrot lead never appears, check inbound lead logs and retry failed leads.

Playbook: Direct-Mail List to Skip Trace, SMS, and Pipeline

You already have a direct-mail list. This playbook runs that same list through Revamp365 so the owners you mailed also get a phone touch and a clean path into your deal pipeline, instead of living in a spreadsheet.

The chain at a glance

1. Import your mail list

1. Open Property Search (/unlisted-properties/search) from the left sidebar.
2. Launch the import wizard and step through Upload → Map Fields → Settings → Results. Map at least Property Address, City, State, and Zip Code (County or FIPS helps matching).
3. Name a new list on upload so the whole mail drop is one reusable set.

2. Skip trace the owners

Tick the rows (or the header checkbox for all), then click the gold Actions button and choose Skip Trace. Pick a scope — Missing Only (default, skips already-traced rows) or All Properties. Tracing runs in the background, billed per successful record ($0.15 on Free, $0.10 on Pro+ and Dealmaker); failed traces are free. Full detail: skip trace a saved property list.

3. Optional: export for an outside dialer

If you cold-call from a separate dialer, select rows and click Export for a dialer-ready skip_trace_export_<date>.csv with mailing address plus ST Phone 1–ST Phone 5. See export a property list for a mail house or dialer.

4. Push owners into Contacts CRM

To work the leads inside Revamp365, open Buyer Skip Tracing (/skip-tracing), pick your list, and click Add to Contacts. Each owner with a phone or email becomes a Contact tagged with the list name — that tag is your audience for the next step. Walkthrough: push a property list into the Contacts CRM.

5. Text the list with an SMS Blast

1. Go to SMS, open the SMS Blast view, and click Create Campaign.
2. Step through Basic Info → Messages → Audience. On Audience, choose Contacts By Tags and select your list-name tag (each tag shows a live count).
3. Send or schedule the blast.

Sending requires completed A2P registration; the builder blocks Create Campaign until it is done. Use clear opt-out language — STOP replies auto-mark contacts DNC. See run an SMS blast campaign and mark contact DNC and understand STOP opt-outs.

6. Move replies into the pipeline

When an owner replies and the deal is real, open that Contact, use the Pipeline action in the actions menu, pick the linked property (or type an address), and create the deal. Track it from there with manage my deals.

Tip: set lead status and temperature on responders first so warm leads stay visible — see set lead status and temperature.