The schedule, set by set
Each set is three touches in a fixed order: an AI call first, then an SMS, then an email. Seven sets of three makes 21 touches across the month.
Where the account has no AI calling agent, we drop the call. Each set becomes a text and an email, 14 touches in all, on the same days.
- Set 1: day 0, the day the contact enters.
- Set 2: day 3.
- Set 3: day 7.
- Set 4: day 14.
- Set 5: day 21.
- Set 6: day 26.
- Set 7: day 30.
Why the gaps aren't even
Between sets, the gaps run 3, 4, 7, 7, 5 and 4 days. Contact is closest at the start, while the reason they reached out is still fresh. The middle of the month spreads out. The last two gaps close up again before the sequence ends.
So it isn't a steady slowdown, and we don't describe it as one. We also don't claim it gets more replies than another spacing would. We know of no source that proves one schedule is right for every business. What we can promise is that the schedule is agreed in writing first and built exactly as written, so if you change one thing later, you know what changed.
Days on the calendar are not Wait steps
This is the mistake to watch for. Day 14 is a position counted from the day the contact entered. The Wait in front of Set 4 is 7 days, because Set 3 already went out on day 7. Put 14 days in that Wait and every set after it slides a week late.
Here are the waits that produce the schedule above:
- Before Set 2: wait 3 days.
- Before Set 3: wait 4 days.
- Before Set 4: wait 7 days.
- Before Set 5: wait 7 days.
- Before Set 6: wait 5 days.
- Before Set 7: wait 4 days.
Label each set with its day number. Put the gap, not the day, in the Wait.
Building it in the workflow
HighLevel's Wait step can pause for a fixed length of time, hold until the contact replies, or wait on a condition. A schedule like this one uses the fixed kind between sets.
- Decide what puts a contact into the nurture, and agree the schedule, before you add a single Wait.
- Add the three touches for Set 1, then a fixed-duration Wait for each gap, with that set's touches after it.
- In the workflow settings, turn on Stop on Response if a reply should end the nurture.
- Check the workflow's Timezone and Time Window. Timezone is set once for the whole workflow, not per action.
- Open every Send SMS action after you pick its template and read what it will send. Snippets can pull in Custom Values, so make sure those fill in the way you expect.
Rather have it set up for you?
We'll write all seven sets word for word for your approval and build the waits, exits and templates in your workflow, once we've talked it through on a 30-minute 1:1 with Rob.
What a reply does, and what it doesn't
With Stop on Response on, a contact who replies to one of this workflow's messages is taken out of it. Turn it on when a reply should hand the contact to a person rather than let Set 5 go out on schedule.
It has a boundary. It covers messages sent by this workflow and nothing else. A contact who is also in a reminder workflow or another sequence keeps getting those. It isn't a global off switch, so decide which workflows one contact can be in at the same time.