Next to each client on Contacted, you'll see a small row of dots. They tell you exactly where the client is in your follow-up sequence at a glance.
Reading The Dots
- Filled dot = a send that's already gone out.
- Empty dot = a send queued but not yet sent.
- Three filled dots = the full sequence has been delivered.
Refinance Sequence
A refinance outreach has a 3-send sequence:
- Initial outreach.
- Day-7 follow-up.
- Day-21 follow-up.
So a freshly-sent refinance outreach shows 1 filled, 2 empty. A week later, it shows 2 filled, 1 empty. After 21 days with no reply, 3 filled.
Renewals Sequence
A renewals drip has a 4-send sequence tied to milestones:
- 12 months to maturity.
- 7 months to maturity.
- 3 months to maturity.
- 1 month to maturity.
Because renewals are time-based (not day-based), the dots fill as the client crosses each milestone, not on a fixed cadence.
What Stops The Dots From Filling
If the client replies at any point, the remaining dots stay empty forever. The sequence is done. The client moves to Interested or Not Interested (Contacted Stages Explained) and any queued follow-ups are cancelled.
Why The Dots Matter
The dots tell you whether it's worth manually following up:
- All dots filled, still no reply → consider a different channel (call, SMS) or shelving the client.
- 1 dot filled, fresh → don't manually follow up yet; let the sequence work.
- 2 dots filled, no reply → good moment for a personal touch if it's a priority client.
What To Do Next
- See how follow-ups are configured: Scheduling Sends And Automated Follow-Ups.
- Adjust the templates that fill those dots: Editing The IRD Email Template.