# Agency Follow-up Starter Kit

By Kashif Rehman | BizThrivers | 15 October 2026
https://bizthrivers.com/resources/agency-follow-up-kit/

Illustrative planning template. Adapt it to the client process and test it on controlled contacts.

## Workflow map

### Entry rule
Discovery-call enquiry form submitted in the intended client account

### Contact and opportunity
Update the contact; use the agreed pipeline and duplicate rule

### Owner and fallback
Assign the sales owner; route unmatched enquiries to the account manager

### First next step
Send an appropriate enquiry confirmation and the correct booking link

### Exit and reply rules
Check reply, booking and opt-out before each further follow-up; hand replies to the owner

### Exception handoff
Create a visible human task for missing ownership, invalid details or an unavailable calendar

## Six checks
Record the expected result, observed result, evidence and owner for each case.

### A new enquiry reaches the right owner
Action: Submit one controlled test enquiry. Inspect the contact, pipeline, opportunity, owner and customer-facing confirmation.
Expected: The intended client account contains the right records, owner and next step.
Observed: 
Evidence: 
Owner / fix: 
Result: Not tested / Needs work / Passed

### A repeat submission follows your duplicate rule
Action: Submit the same enquiry twice. Review re-entry and opportunity settings, plus any other workflow using the same trigger.
Expected: The documented repeat-enquiry behavior occurs without conflicting follow-up messages.
Observed: 
Evidence: 
Owner / fix: 
Result: Not tested / Needs work / Passed

### A reply moves the conversation to a person
Action: Reply using a controlled test contact. Verify Stop On Response where applicable, the remaining sequence and the owner's next action.
Expected: The reply path stops or changes follow-up as designed, and the owner can respond.
Observed: 
Evidence: 
Owner / fix: 
Result: Not tested / Needs work / Passed

### A booking ends contradictory booking prompts
Action: Book the intended calendar. Check timezone, appointment status, confirmation and the independent booking exit path.
Expected: The correct booking is recorded and the lead does not receive another unnecessary booking prompt.
Observed: 
Evidence: 
Owner / fix: 
Result: Not tested / Needs work / Passed

### An opt-out stops the relevant messaging
Action: Use your controlled channel's supported opt-out method. Check the contact's messaging preference and subsequent workflow actions.
Expected: The relevant messaging stops and the channel preference is respected.
Observed: 
Evidence: 
Owner / fix: 
Result: Not tested / Needs work / Passed

### An exception has a visible fallback
Action: Test an unmatched routing value or unavailable calendar. Check the fallback owner, task and context available to the team.
Expected: Someone owns the exception and can see what to do next.
Observed: 
Evidence: 
Owner / fix: 
Result: Not tested / Needs work / Passed

## Rules to decide before testing
- Use the permission appropriate to the intended channel and message.
- Decide sender details, timezone, communication window and permitted follow-up timing.
- Check replies, bookings and opt-outs independently; Stop On Response does not cover every exit.
- Review other workflows that can message the same contact.

## Official references
https://help.gohighlevel.com/support/solutions/articles/48001239875-workflow-settings-overview/
https://help.gohighlevel.com/support/solutions/articles/155000006910-workflow-setting-stop-on-response-call-action-disable-voicemail-detect

This resource is free. It is a worksheet, not an importable HighLevel snapshot.
Independent HighLevel affiliate: I may earn a commission through referral links on BizThrivers.