Three inboxes, and nobody sure who's replying.
Inquiries arrive by website form, Facebook and email. They get forwarded around, and some wait days for a first reply. By then the client has hired someone else.
Shared inbox sales@ · 14 unread
Hi, we're a dental clinic with 3 locations looking for a redesign...
Ben can you take this one? Or Cara? Not sure who's free.
Saw your post, do you do Instagram ads for small cafes?
Just following up since I didn't hear back last week...
First replies, by hand
- Check three inboxes and DMs20m
- Forward each one to the right person15m
- Ask around who's replying to what25m
- Write each first reply from scratch30m
- Copy leads into the tracking sheet15m
And the average first reply takes over a day. Most clients go with whoever answers first.
Every inquiry reaches the right person in seconds.
New leads from every channel land on one board, go to the right owner, and get an instant reply. If someone forgets, the system reminds them, then tells the manager.
Lead board Click a lead to act on it
The rules it follows
- 1Route by service. Websites go to Ana, SEO to Ben, Ads to Cara.
- 2Reply instantly. Every lead gets a friendly auto-reply with a booking link.
- 3Remind at 1 hour. If the owner hasn't replied, they get a nudge.
- 4Escalate at 2 hours. The manager is told, so nothing is forgotten.
Live activity
Want this for your team?
I connect your website form, socials and inbox so every inquiry reaches the right person in seconds and nothing sits unanswered. You stop losing work to whoever replied first.
This is a sample I built to show the idea, not a client project. The business and data are made up. Nothing you click is saved or sent anywhere, and it resets when you reload.