8 workflows to build the machine. Copy each message directly into GHL. Check off workflows as you set them up.
Before you start: In every workflow, add an If/Else condition before each follow-up message: "Did contact reply?" → Yes = End workflow. This stops texting the moment they respond.
Setup Checklist0 / 8 done
Workflow 1 — Speed to Lead
Workflow 2 — Appointment Confirmation
Workflow 3 — No-Show Recovery
Workflow 4 — Post-Consultation
Workflow 5 — Quote Follow-Up
Workflow 6 — Contract Signed
Workflow 7 — Review + Referral
Workflow 8 — Long-Term Nurture
1
Speed to Lead
Trigger: New lead added → Respond in under 5 minutes, 24/7 This alone recovers 30–40% of leads you're currently losing.
▼
ImmediatelySMS
Hey [First Name]! It's Vasyl from Personalized Closets 👋 Just saw your message — what space are you thinking of transforming? Closet, laundry room, garage? Let me know and I'll get back to you right away!
2 hours laterSMS
Hi [First Name], just making sure my message came through! I'd love to hear about your project — even a quick reply helps me understand what you're after. What are you working with?
If/Else: Stop if they replied to message 1
24 hours laterSMS
Hey [First Name], Vasyl here from Personalized Closets. We have our own CNC shop in Calgary so we can build things most companies can't — fully custom, no flat-pack. Want me to send over some recent projects for inspiration?
If/Else: Stop if they replied
3 days laterSMS · Closing the file
Hi [First Name], I don't want to keep bugging you — one last message, I promise 😊 If the timing's not right, totally fine. But if you're still thinking about upgrading your storage space, I'm here whenever you're ready. — Vasyl
If/Else: Stop if they replied · Then add tag "cold-lead" → enters Workflow 8
2
Appointment Confirmation & Reminders
Trigger: Stage moves to "Appointment Booked" → Reduce no-shows
▼
ImmediatelySMS
You're booked in [First Name]! ✅ I'll be at your place on [Appointment Date] at [Appointment Time]. If anything changes just text me here. Looking forward to seeing the space! — Vasyl
24 hours beforeSMS
Hey [First Name], just a reminder — I'll be seeing you tomorrow at [Appointment Time]! I'll bring some material and finish samples so you can see everything in person. See you then 👋 — Vasyl
2 hours beforeSMS
Hey [First Name], heading your way soon! See you at [Appointment Time] today. — Vasyl, Personalized Closets
3
No-Show Recovery
Trigger: Appointment time passes + stage not moved to "Showed" → Recover without burning the relationship
▼
1 hour after appt timeSMS
Hey [First Name], I stopped by at [Appointment Time] but didn't catch you — totally understand, things come up! Want to find a new time? Just text me back. — Vasyl
Next daySMS
Hi [First Name], following up from yesterday. Would love to reschedule — even a 20-minute visit is all I need. Any time this week or next work for you? — Vasyl
If/Else: Stop if they replied
4 days laterSMS · Last attempt
Hey [First Name], last one from me — if you still want to upgrade your space, just text me whenever you're ready. Hope everything's good! — Vasyl
If/Else: Stop if replied · Then add tag "cold-lead"
4
Post-Consultation — Design in Progress
Trigger: Stage moves to "Appointment Showed" → Keep them warm while you build the design
▼
Within 2 hoursSMS
Hey [First Name], really enjoyed seeing your space today! Already have some ideas coming together 😊 I'll have your 3D design and quote ready in the next couple of days — I'll send it over as soon as it's done! — Vasyl
Day 2 (if design not sent)SMS
Hi [First Name], working on your design — it's looking really good! Should have everything ready to send you tomorrow. — Vasyl
5
Quote Follow-Up
Trigger: Stage moves to "Quote Sent" → Most deals die in silence here. This is where you win or lose.
▼
ImmediatelySMS
Hey [First Name]! Just sent over your custom design and quote — take a look when you get a chance! Happy to jump on a quick call to walk through it or make any tweaks. What do you think? — Vasyl
24 hours laterSMS
Hi [First Name], just checking in — did you get a chance to look at the design? Even a quick reaction helps me know if I'm on the right track. — Vasyl
If/Else: Stop if they replied
48 hours laterEmail
Subject: Your custom closet design — any questions?
Hi [First Name],
Just following up on the design I sent over. No rush at all — I know decisions like this take some thought!
I wanted to make sure you had everything you needed. If you have questions about materials and finishes, the timeline, adjustments to the layout, or how the process works — just reply here or text me directly.
Looking forward to hearing from you!
Vasyl
Personalized Closets Calgary
If/Else: Stop if they replied
5 days laterSMS · Urgency
Hey [First Name], Vasyl here. I have an install spot opening up in a few weeks and wanted to offer it to you first before it fills. Would hate for you to wait an extra month! Still want to move forward? — Vasyl
If/Else: Stop if they replied
10 days laterSMS · Closing the file
Hi [First Name], last message from me — I don't want to keep interrupting your day. If the project's still on your mind whenever you're ready, just text me. The quote is valid for 30 days. — Vasyl
If/Else: Stop if replied · Then add tag "cold-lead"
6
Contract Signed
Trigger: Stage moves to "Contract Signed" → Celebrate + collect deposit fast
▼
ImmediatelySMS
Amazing [First Name], you're officially booked! 🎉 So excited to build this for you. I'll send over the deposit invoice today — once that's in we'll lock in your install date. Can't wait! — Vasyl
7
Review + Referral
Trigger: Stage moves to "Won" / install complete → Free leads. Every review and referral costs you nothing.
▼
Day 1 after installSMS
Hey [First Name]! Hope you're already loving the new space 😍 If you have 60 seconds, a Google review would mean so much to us — it helps other Calgary homeowners find us: [YOUR GOOGLE REVIEW LINK]
Thank you so much for trusting us with your home! — Vasyl
Day 7Email
Subject: Quick favour + a thank you
Hi [First Name],
Hope you're still loving your new space!
If you haven't had a chance yet, a Google review would genuinely help us reach more people in Calgary: [YOUR GOOGLE REVIEW LINK]
Also — if you know anyone thinking about upgrading their closets, laundry room, or storage space, I'd love an introduction. I'll take great care of them.
Thank you again — it was a pleasure working with you!
Vasyl
Personalized Closets Calgary
Day 14SMS · Referral ask
Hey [First Name]! Quick one — do you know anyone in Calgary thinking about upgrading their closet or storage space? Would love an intro if so 😊 — Vasyl
8
Long-Term Nurture
Trigger: Tag "cold-lead" added → These leads convert at 20–30% eventually. Stay top of mind.
▼
30 days after going coldSMS
Hey [First Name], Vasyl from Personalized Closets — we finished some beautiful projects this month and it made me think of you! Still thinking about upgrading your space? Happy to revisit 😊
60 daysSMS
Hi [First Name], hope you're doing well! We just finished a stunning custom pantry in Calgary and the before/after is wild. If you ever want to see what we could do with your space, I'm one text away. — Vasyl
If/Else: Stop if they replied
90 daysSMS · Final
Hey [First Name], last one from me for a while 😊 Just wanted you to know the offer still stands — whenever you're ready, we're here. — Vasyl, Personalized Closets