Build a new-lead follow-up sequence that texts, emails, and assigns tasks while you sleep. The automation every VC Suite account should have running by day 7.
A workflow has three parts: a trigger (what starts it), actions (what happens), and conditions (branching logic based on data or behavior). Open Automations → Workflows → + Create Workflow to start from scratch, or pick a recipe from the library to modify.
For a new-lead follow-up, the trigger is Form Submitted filtered to your specific form. Other common triggers: Appointment Booked, Tag Added, Opportunity Stage Changed, Inbound Message Received. A workflow can only have one trigger; if you need multiple entry points, build separate workflows or use a single Tag Added trigger with tags applied from multiple sources.
Add an SMS action. Message body: Hey {{contact.first_name}} — thanks for reaching out. I got your info and will personally text you back within the hour. Send from your registered business number. This message acknowledges the lead within seconds of submission, which moves conversion rates by 15–30%.
Add a Wait step set to 2 minutes. This creates a natural gap before the email arrives so it does not feel robotic.
Add an Email action. Use a plain-text email (no fancy HTML template) signed from a real person. Subject: Thanks for reaching out, {{contact.first_name}}. Body: short paragraph acknowledging the inquiry, one sentence about what happens next, link to a calendar to book a call. Plain-text emails from a real name inbox 2–3x better than stylized templates.
Add an Internal Notification action to email yourself (or your sales rep) with the lead's name, phone, email, and form responses. This is what pulls them out of the inbox and into action.
Add Add Tag (e.g. new-lead-2026-q2) and Create Opportunity in your primary pipeline, stage New Lead. This gets the contact into your sales tracking automatically.
Add an If/Else step to branch on form answers. Example: if the form includes a budget question and they answered “$10K+”, branch to a VIP path that texts you directly; if “Under $1K”, branch to a self-serve nurture sequence. Branches are the difference between a form and a lead qualification system.
Before publishing, use Test Workflow with a test contact (your own phone and email). Verify each step fires, each message arrives, the tag applies, the opportunity appears. Silent failures at step 3 of a 9-step workflow are the worst kind of bug — catch them in testing.
Set the workflow status to Publish. Watch the execution log for the first 24–48 hours to confirm real submissions are triggering it correctly. You can always pause, edit, and republish.
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