| name | crm-reactivation-campaigns |
| description | Audit stale CRM pipeline data, tier leads by stage and contact coverage, build giveaway-anchored re-engagement campaigns, write tiered DM scripts for a setter, write email sequences, and tag/move leads via CRM API. For coaching/agency/client-acquisition businesses using GHL or similar CRMs. |
CRM Reactivation Campaigns
Use when a CRM has hundreds+ of stale leads (applied but never contacted, booked but no-showed, went cold after contact) that need a structured re-engagement campaign.
Key Principle: Piggyback Don't Invent
Never create a separate "re-engagement offer." Anchor the outreach to whatever promotion/giveaway the business is already running. The existing campaign IS the re-engagement hook. This avoids confusing the owner ("what re-engagement offer?") and keeps messaging consistent.
Workflow
1. Audit the pipeline
Query the CRM to understand:
- Total opportunities by stage
- Contact coverage (phone, email, both, neither) per stage
- Activity recency — how long since last contact
- Top sources
- Monetary value assigned
CRITICAL: Data integrity rule — never fabricate.
Only report data you have actually observed (queried from CRM, read from a file, confirmed by the user). If you do not know a field (e.g. welcome message date for a lead in the "no reply" group), mark it as unknown / N/A — do not infer, estimate, or backfill from other records. A blank cell is always better than a wrong one. The user will notice incorrect data immediately and it erodes trust in the entire report. When in doubt, report "No data" or leave the cell empty.
How to structure a lead status report:
- Group leads by verified stage only (completed call / booked no call / no reply / out of funnel)
- For each lead, include: name, contact info, verified stage
- Only include dates/fields you have direct evidence for
- If a lead's status changed since your last report, note the change explicitly so the user can confirm
- Before sending, scan for: any fabricated dates, assumed call statuses, or guessed data. Remove those.
GHL API quirks (v2):
- Base:
services.leadconnectorhq.com (v1 at rest.gohighlevel.com is Cloudflare-blocked)
- Required header:
Version: 2021-07-28
- Phone numbers arrive partially masked (
+447****1234) — GHL privacy feature, not a query error
- Max 100 results per page on opportunities search
- Store token in
/tmp/file and read back to avoid shell redaction of secrets in command output
2. Tier leads by stage and contact data
| Tier | Stage | Action | Priority |
|---|
| Tier 1 — Kill Now | Survey Submitted / Applied + has phone | DM setter reaches out TODAY | 🔴 Highest |
| Tier 2 — Warm | Booked but no-show / 24 Hours Before + has phone | DM setter within 48 hrs | 🟡 High |
| Tier 3 — Re-nurture | No Answer / Unresponsive / Requires Follow Up | Email sequence first → DM on open | 🟢 Medium |
| Exclude | Disqualified, existing Client, Cancelled | Skip | ✗ |
For Tier 1: sort by most-recent-created. Batch into groups of 30-50 for daily cadence.
3. Confirm the offer with the owner
Present the framework clearly:
"Here are [N] cold leads. [Giveaway/Offer X] is your hook. We tell them: 'You applied before — you're pre-qualified for this.'"
Do NOT frame it as a separate campaign. The owner must immediately recognise their own promotion.
4. Write DM scripts per tier
Scripts must:
- Reference the specific stage the lead is stuck in
- Use the giveaway/offer as the reason (non-salesy)
- Include a clear CTA (book a call)
- Have reply-handling branches (interested, what's the catch, not now)
Tier 1: "Hey [Name], this is [Setter] from [Brand]. You applied for coaching before but never got through. We're running [Offer]. Since you're pre-qualified, wanted you to know first. Interested?"
Tier 2: Acknowledge the missed booking: "I see you booked a call before and it never happened — life gets in the way. We're running [Offer]..."
Tier 3: Email-first. "Saw you opened our email about [Offer]. Just making sure you saw it..."
5. Write the email sequence
3 emails over 7 days:
- Email 1: Re-introduction + offer (apologise for the silence)
- Email 2: Social proof / client story
- Email 3: Deadline urgency + last call
Track opens → tag "warm" → DM setter reaches out within 2 hours of open.
6. Setter daily cadence
| Day | Action |
|---|
| Day 1 | DM first 30-50 Tier 1 leads. Send Email 1 to all. |
| Day 2 | Reply to DM responses. DM Tier 2 leads. |
| Day 3 | Send Email 2. Check opens → DM warm leads. |
| Day 5-6 | Follow up Tier 1 non-responders. Cover remaining batches. |
| Day 7 | Send Email 3 (deadline). Final DM follow-up. |
7. Tag and move leads in CRM via API
- Tag:
re-engagement-wave-1, tier-1-hot, tier-2-warm, tier-3-nurture
- Move Tier 1 → "Requires Follow Up" so the setter sees them immediately
- Move Tier 2 → "Requires Follow Up" on day 3
8. Deliverables to the owner
- Prioritised lead list (batched for the setter)
- DM scripts per tier with reply branches
- Email sequence (3 emails)
- CRM tags and stage moves (executed via API)
- Daily cadence sheet
Pitfalls
- Offer confusion: Always tie the re-engagement to an existing promotion. Never invent a new one without explicit approval. If the owner says "I don't understand the re-engagement offer", you've failed — restate it as their existing campaign.
- Phone masking: Don't report "missing phone numbers" as a data issue in GHL. Country code + last 4 digits is all the API returns by design.
- Lead volume overwhelm: 150+ DMs in one day burns out a new setter. Batch into 30-50/day.
- No booking link: Always ask for the specific booking link before sending scripts to the setter.
- API pagination: GHL returns max 100 per page. Always paginate to get the full dataset.===ME:client-acquisition/crm-reactivation-campaigns
