Follow-up emails to approve
Overdue & due today
Coming up (next 7 days)
Warm leads, no next step
Recent activity
Going cold
Warm leads
Anniversary Campaign Playbook
How a 2027 anniversary campaign moves from a list in Company Manager to a booked appointment, and where each person looks so no reply, call or bounce is missed.
Your three steps, checked
The order is right. What gets more out of the tools is assigning reps before you send, letting the follow-up plan do the chasing, and working from My Day instead of the campaign list.
Filter 2027 in Company Manager
- Right place and right filters (Anniversary year, Milestone size).
- Add: clear the Inactive Contacts tab first, so bounced and departed people are not on the list.
- Add: pick one or two contacts per company (HR or Marketing). Two people at one company means two Day 7 calls to the same office.
Name it, pick the rep, send tracked
- Use one naming pattern: 2027 Anniv · 135 yrs · Oct 26. Reports group and sort by name.
- "Replies go to" only fills companies with no rep. Assign real owners first, or everything lands on one person.
- Keep "Follow up automatically" ticked and pick Extended. Day 3 email, Day 7 call, then a different idea every 2–4 weeks for about eight months.
Work from My Day, not the campaign list
- Calling everyone the same day doubles up with the plan, which already schedules the call on Day 7.
- Reps open Sales CRM → My Day: replies first (high priority), the calls the plan put there, then warm leads with no next step.
- When a call connects or books a meeting, click Stop on that person's follow-up so the automatic emails don't keep going.
The campaign, start to finish
Solid boxes are things a person does. Dashed boxes happen on their own. Open "How" on any box for the exact clicks.
Clean the contacts
Remove bounced and departed people, find replacements.
How
- Open the Inactive Contacts tab, select the bad ones, Remove.
- Use Apollo to find replacements and fill companies with no contacts.
- Refresh from Apollo anyone not checked in the last 6 months.
Give every company a rep
The rep gets the replies, the reply follow-ups and the Day 7 calls.
How
- Companies tab: filter (state, industry, no rep), tick the companies, pick a rep and Assign.
- Anything left blank goes to the "Replies go to" person you choose when sending.
Build the 2027 list
Filter Anniversary year 2027, one milestone size per send.
How
- Pick a Milestone size (for example 100 years) so the copy can say the number.
- Untick extra contacts at the same company.
- Select All, then Send Email.
Name it, pick the tone, send tracked
Name 2027 Anniv · 100 yrs · Oct 26. Replies go to the rep. Follow up automatically ticked, Extended picked.
How
- Campaign name: year, milestone, month sent.
- Template: Anniversary, then a personal/casual tone.
- Replies go to: the company's rep, or the person who covers unassigned companies.
- Leave Follow up automatically ticked, pick Extended — about 8 months, then Send All & Track.
- When it says the list is handed to Brandflow, close the window. Progress is in Sales CRM → Campaigns.
Every email is recorded
Brandflow takes the list in seconds and sends it from the server, about 20 a minute, from your own mailbox — close the window and keep working. Each one is logged on the campaign and the company and stays out of Team Inbox until the client answers.
Lands in Needs reply
Shows in Team Inbox with your original email, assigned to the company's rep. The plan stops for them. A high-priority "answer them" follow-up goes on the rep's My Day.
Rep answers the same day
Replying marks them Answered and clears the follow-up.
Call, log, move the stage
Outcome + stage In conversation or Quote / proposal + next follow-up date.
Day 3 A short "bringing this back up" email, in the same thread.
Day 7 Call task on the rep's day. Get phone, call, Done & log with the outcome.
How
- No number? Click ☎ Get phone (up to 9 Apollo credits).
- Click the number to dial; Log call opens on its own.
- Connected or meeting booked: set the stage and a follow-up date, then Stop their plan in Campaigns.
- Voicemail or no answer: just log it. The plan carries on.
Day 14–240 Extended plan: a different idea every 2–4 weeks (gear, their story, an event, a year-long plan, recognition), a second call at day 66, a last note at day 240.
Day 14 "Not me?" The day-14 email in both plans ends with a quiet let me know who it is link. If they name the right person, that person becomes a contact, this person's follow-ups stop, and Reach out to … lands on the rep's My Day. In Campaigns, Email next to "Pointed us to" writes the introduction.
Still nothing after eight months: stage Nurture, into next year's milestone.
Taken off the list
Out of the plan, never emailed again, flagged on the contact. A morning report lists them.
Replace the person
Remove them, find who now holds the role with Apollo, and send the newcomer a small follow-on campaign.
Waiting on us = 0
Check each campaign: Replied, Answered, Waiting on us, No reply yet, Bounced.
Warm, no next step
Leads scored by replies, good calls, meetings, Hub clicks and merch sizes. The same list as Marketing's Sales desk. Anyone warm without a follow-up is a call to make.
How
- Open the Warm leads tab. Pick your name, tick No next step.
- Work from the top score down: Get phone, call, Log, then Follow-up with a date.
- Set the lead stage (working, qualified, proposal, won, lost). Marketing sees it too.
Results by campaign and rep
Sent, replied, answered, time to answer, calls logged. Pair with Marketing → Reports → Anniversary funnel.
Setting up the follow-up plan
Anniversary decisions take months, not two weeks. The extended plan keeps a light touch for about eight months: one to three short notes a month, each with a different idea, and a second call from the rep. It stops on its own the moment someone replies, bounces or says they've left.
| Day | About | The idea |
|---|---|---|
| 24 | 3 weeks | Anniversary gear people actually keep (Levels 1–3) |
| 38 | 5 weeks | The company's story: timeline, interviews, QR codes on the gear (Level 6) |
| 52 | 7 weeks | An anniversary event as a game, with a link to A DeZign Events (Levels 4, 9) |
| 66 | 2 months | Call task for the rep |
| 80 | 2½ months | Make it last all year: quarterly gear drops (Level 7) |
| 101 | 3½ months | If budget is tight: one piece and an announcement kit (Levels 1–2) |
| 118 | 4 months | Honoring the people who got you there: recognition (Level 8) |
| 140 | 4½ months | The full celebration: chapters, gala, permanent archive (Level 10) |
| 162 | 5½ months | Three quick ideas, reply with a number |
| 185 | 6 months | Timing: start the design so nothing is rushed |
| 210 | 7 months | One question: planning anything? A no stops it |
| 240 | 8 months | Last note: congratulations, door left open |
Turn it on
- In Company Manager's Send Bulk Email, leave Follow up automatically ticked and pick Extended — about 8 months (or Standard — 14 days). Marketing's Review & send has the same choice.
- For a campaign already sent: Sales CRM → Campaigns, open it, Edit plan, Use the extended plan (8 months), then Save changes.
- Rewrite any email, change a day, or add steps (up to 24). Each step shows roughly how many months after the send it lands.
- Nobody gets two steps within four days, so switching an older campaign to the extended plan catches up gently instead of sending a burst.
Write it well
- Merge fields:
{firstName}{company}{milestoneSize}{campaign}{referLink}. Write "{milestoneSize} years", never "{milestoneSize}th".{referLink}becomes the quiet "let me know who it is" link. - The idea emails carry their own subject line, so each one reads as a fresh, short note rather than another "RE:".
- Every email asks for one small thing: a reply, a mock-up, a 15-minute look. Any reply stops the plan and goes to the rep.
- The plan runs weekdays, every half hour from 8am, from the sender's own mailbox with their signature.
Who looks where, and when
The tools only work if someone opens the right screen on a schedule.
Every rep daily · 15 min
- Team InboxNeeds reply, filter Mine. Answer campaign replies first.
- Sales CRMMy Day: overdue and due-today follow-ups, Day 7 calls.
- Sales CRMMy Day → Warm leads, no next step: give each one a follow-up.
- Sales CRMEvery call gets Done & log: outcome, stage, next date.
Jason weekly · Monday
- Sales CRMCampaigns: any Waiting on us above 0 gets chased.
- Sales CRMWarm leads, Everyone, No next step: nobody warm left without a plan.
- Company ManagerInactive Contacts: remove and replace from Apollo.
Jason monthly
- Sales CRMReports: replies, answer time and calls per rep.
- MarketingReports → Anniversary funnel and Reps.
- Sales CRMCompanies in Nurture go into the next quarter's send.
After every call
What the rep logs decides what happens next. These outcomes come from the Log call window.
| Outcome logged | Move stage to | Next follow-up | Their plan |
|---|---|---|---|
| Meeting booked | In conversation | The meeting date | Stop |
| Asked for quote | Quote / proposal | 2 days: send the quote | Stop |
| Connected — good conversation | In conversation | 1 week | Stop |
| Call back later | Contacted | The day they named | Stop |
| Left voicemail / No answer / Gatekeeper | Contacted | Let the plan carry on | Keep going |
| Not interested | Nurture, or Lost / not a fit | Next year's milestone | Stop |
| Wrong number / bad data, or they left | Leave as is | Replace in Inactive Contacts | Stop |
| Company | Stage | Rep | Last touch | Next follow-up | Contacts | Est. value | Location |
|---|
History
Attendees
| Company | Contact | Status | Rep | Touches |
|---|
Email campaigns
Replies are also on each rep’s My Day, and in the Team Inbox with the campaign attached.
Campaign workflow — how a campaign runs, start to finish (also on the Playbook tab)
SAGE follow-ups — projects, proofs and past orders
Test it — see what would happen on any day
Settings — timing, sending and wording
Sales reps
Everyone with a connected Team Inbox mailbox is a rep automatically. Add anyone else here (one per line, email | Name).
Sending pace — campaigns and follow-ups
Brandflow sends campaigns and follow-up emails from each person’s own mailbox, from the server, so nobody has to keep a page open. These limits keep each mailbox well inside Microsoft’s (30 a minute, 10,000 a day) and keep the volume looking like a person writing, not a mass mailer. A mailbox that reaches its daily limit carries on by itself the next day; nothing is dropped.
System check — is campaign tracking working?
Campaign replies only reach a rep (and the reports) when every line below is green. Each red line says exactly what to do.
Link Team Inbox email to companies
Client email the Team Inbox captures already shows in each company's history. This also stamps each company's Last touch with the latest email, so the "going cold" lists and reports count email, not just logged calls. Runs automatically every 30 minutes you have this page open.
Backfill email counts
New client email is counted automatically the moment the Team Inbox files it (exact sent / received per rep, and each company's totals). Run this once to count email that was already in the Team Inbox before. Safe to run again — nothing is ever counted twice. Admins only.
Adopt existing "Account Owner" values
Companies already have a free-text Account Owner. This matches those names to reps and assigns them properly. Preview first.
How it connects
Companies & contacts come from the same records as the Companies page — no second list to keep in sync.
Email history is read live from the Team Inbox (client threads) and Email Campaigns, matched by company and contact email.
Hub messages from the client portal appear in the same timeline.
Calls, meetings, notes and follow-ups are logged here and stored in crm_activities and crm_tasks.
Assigning a rep also fills the Companies page "Account Owner" column so both pages agree.