What you need before you start
- List of the client's lead sources (website, ads, calls, listings)
- The client's business hours and booking link
- An AgentixCRM sub-account for the client
The steps
Step 1 · AgentixCRM sub-accounts
Deploy a client sub-account
Create a white-label CRM sub-account for the client under your agency brand.
Tip: Set the client's time zone first so automations send at the right times.
Step 2 · AgentixCRM unified inbox
Route every lead source into one inbox
Connect website forms, ad lead forms and messaging channels so every inquiry lands in a single inbox.
Tip: Tag each lead with its source so you can report which channel performs best.
Step 3 · AgentixCRM pipelines
Build the pipeline
Create pipeline stages that match how the client sells, such as New, Contacted, Booked, Won and Lost.
Tip: Keep it to five or six stages. More stages means fewer updates.
Step 4 · AgentixCRM automations
Turn on instant replies
Send an automatic text and email the moment a lead arrives, with the booking link and a short personal message.
Tip: Write the first reply like a person, not a system. Use the lead's first name.
Step 5 · AgentixCRM automations
Add a follow up sequence
Follow up over the next several days with a mix of texts and emails until the lead books or replies.
Tip: Stop the sequence automatically when the lead replies or books.
Step 6 · AgentixCRM reporting
Review and report weekly
Check the pipeline weekly with the client and share results from a branded dashboard.
Tip: Show the client how many leads were saved by follow up. It is the easiest win to prove.
Scout prompts to copy
Write a friendly first text for a new roofing lead that includes a booking link and asks one question about their project.
Create a five touch follow up sequence over seven days mixing text and email for a dental practice.
Metrics to track
| Metric | What good looks like |
|---|---|
| Time to first reply | Under 5 minutes |
| Lead to booked appointment rate | Track weekly and improve |
| Leads with no follow up | Zero |
Timeline
Week 1
All lead sources routed into one inbox with instant replies
First 30 days
Follow up sequences running and pipeline in daily use
First 90 days
Refine messages based on reply and booking rates
Common mistakes to avoid
- Leaving one lead source outside the inbox
- Sending robotic messages
- Running follow up that does not stop when a lead replies
- Building a pipeline the client's team never updates
Timelines and targets are typical ranges, not guarantees. Results depend on the client's market and starting point.