Automating Lead Follow-Up

Every time a new lead arrives in Capture — whether from Meta Lead Ads, a website form, or a manual entry — you can trigger an automated workflow that handles tagging, pipeline placement, and follow-up without any manual effort.

This guide covers how to set that up.

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How It Works

When a new contact is created in Capture, a workflow fires instantly. That workflow can:

• Apply tags to categorise the lead
• Add them to the correct pipeline at the right stage
• Send them a confirmation email
• Notify your team
• Start a follow-up sequence (calls, texts, emails)

You set this up once. It runs automatically every time.

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Step 1: Check Your Custom Fields

Your Capture account comes with the key fields already set up. For Meta Lead Ad leads, the relevant ones are:

These live in the Contact and Facebook Fields folders in your custom fields. If you need to add a new one, go to Settings > Custom Fields > Add Field, or see Custom Fields.

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Step 2: Check Your Tags

Capture uses a structured tagging system. For Meta Lead Ad leads, the key tags are:

Source tags — applied automatically when a lead comes in from Facebook:

• Source-Facebook

Interest tags — applied based on what the lead is enquiring about:

• Interest-Membership
• Interest-Membership-Flexi
• Interest-Membership-Corporate
• Interest-Society
• Interest-Weddings
• Interest-Green-Fee
• Interest-Lessons
• Interest-Meetings-Events
• Interest-General-Enquiry

Compliance tags — applied based on consent given in the form:

• GDPR-Marketing-Yes
• GDPR-Marketing-No
• Privacy-Policy-Accepted

Tag names are case-sensitive. Use the exact names above in your workflows and filters.

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Step 3: Build the Workflow

1. Go to Automation in the left-hand menu
2. Click Create Workflow
3. Give it a clear name — e.g. New Lead — Facebook

Set the Trigger

1. Click Add New Trigger

2. Choose Facebook Lead Form Submitted to trigger on Meta leads specifically, or Tag Added with filter Source-Facebook if you want more control

3. If using Facebook Lead Form Submitted, add a filter to specify the page and form name

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Add Your Workflow Steps

Here's the recommended sequence for a new lead from a Meta Lead Ad:

1. Apply Tags

• Action: Add Tag
• Tags: Source-Facebook + the relevant interest tag (e.g. Interest-Membership)
• Also add GDPR-Marketing-Yes or GDPR-Marketing-No depending on what the form collected

2. Add to Pipeline

• Action: Add to Opportunity
• Pipeline: the relevant sales pipeline (e.g. Membership)
• Stage: New Lead

3. Send Confirmation Email

• Action: Send Email
• Template: Your enquiry confirmation email
• Reassures the lead their enquiry was received

4. Notify Your Team

• Action: Send Internal Notification
• Include the contact's name, enquiry type, and a link to their record in Capture

5. Wait, Then Follow Up

• Action: Wait — 1 hour (gives your team time to call first)
• Action: Send SMS — a short, friendly follow-up text
• Action: Wait — 24 hours
• Action: Send Email — a follow-up if no reply yet

Adjust timings to suit your club's process.

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Step 4: Activate the Workflow

Once you're happy with the steps:

1. Click Save
2. Toggle the workflow from Draft to Published

The workflow will now run automatically for every lead that matches your trigger.

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Step 5: Test It

Always test before going live:

1. Submit a test lead via your Meta form (see Connecting Meta Lead Ads)
2. Go to Automation > Executions and confirm the workflow ran correctly
3. Check that the contact appears in the pipeline at the right stage with the correct tags applied

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Troubleshooting

Workflow isn't firing

• Check the workflow is Published (not Draft)
• Check trigger conditions match exactly — tag names are case-sensitive
• Confirm the contact actually has the trigger tag applied

Contact isn't appearing in the pipeline

• Check the pipeline and stage names in the workflow match exactly what's in your account
• Check the contact doesn't already have an open opportunity in that pipeline

Team isn't getting notifications

• Double-check email addresses or phone numbers in your internal notification action
• Check spam folders for email notifications

Tags aren't being applied

• Make sure you're using the exact tag names from the list above — even a capital letter difference will cause a mismatch

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Need Help?

Contact your Capture account manager or email james@crm.golf.