Fleet Sales Cadence
Every fleet lead runs against a cadence: a fixed sequence of touches (emails, calls, texts, planned gaps) that fires across the first ~12 days after you start it. The default cadence is shipped with a sensible 12-day playbook so you can run it as-is; the settings page (Fleet Sales -> Cadence settings) lets you tune the timing, templates, and auto-send flags for your shop.
The default 12-day playbook
| Day | Step | Kind | Auto-send? |
|---|---|---|---|
| 1 | Email 1 - Opener | Yes | |
| 2 | Voicemail call | Call | No (manual) |
| 2 | Email 2 - Current-state angle | Yes | |
| 3 | Direct-reach call | Call | No (manual) |
| 4 | SMS quick touch | SMS | Yes (opt-in only) |
| 5 | Email 3 - Still worth a chat? | Yes | |
| 6 | Planned gap | Break | n/a |
| 7 | Phone call | Call | No (manual) |
| 8 | Email 4 | Yes | |
| 9 | Last call | Call | No (manual) |
| 10 | Planned gap | Break | n/a |
| 11 | Email 5 - "Closing the loop" hail-mary | Yes |
After step 11 the lead drops to Cool-Off and recycles back to the pipeline after the cool-off period (default 180 days). Manual steps (calls) show up as action chips on the lead card; you tick them off when you complete them, the activity log gets a row, and the cadence advances.
Template variables
Email and SMS templates use these substitution tokens, resolved at send time:
| Token | Resolves to |
|---|---|
{NAME} | Lead's POC first name |
{COMPANY} | Lead's company name |
{LOCAL_AREA} | Your localAreaLabel in Settings -> Shop, falls back to shop city |
{SENDER_FIRST_NAME} | Assigned rep's first name |
{SENDER_FULL_NAME} | Assigned rep's full name |
{SENDER_COMPANY} | Your organization name |
{SENDER_PHONE} | Assigned rep's phone, falls back to shop phone |
{SENDER_EMAIL} | Assigned rep's email, falls back to shop email |
{SENDER_SIGNATURE} | Four-line block: full name, company, phone, email (lines with no value drop out) |
The settings page renders a live preview of how a step will look once these are substituted, so you can spot a missing localAreaLabel before you send a hundred emails referencing a blank area.
Editing the cadence
Open cadence settings
From Fleet Sales, click Cadence settings in the top-right.
Pick a step
Each step shows its day offset, kind, label, subject (for emails), and body. Click a step to expand it.
Edit fields
- Day offset - days from the lead's cadence start. Edits affect future leads only; leads already running keep the timing they were started with.
- Kind - email, sms, call, break, or task.
- Label - what shows up on the card's action chip.
- Subject / body - the message content for email and SMS steps.
- Auto-send - on means the worker fires it automatically; off means it shows up as a manual task on the rep's list.
- Notifications - which channels notify the assigned rep about the step (in-app, email, SMS).
Save
Saved on the next render. The preview at the bottom of the page re-renders with the live substitution.
Cadence edits only apply to leads that start the cadence after the edit. Leads already in the middle of a sequence keep the templates and timing they were started with. If you need to retarget an in-flight lead onto the new cadence, restart their cadence from the lead detail page.
SMS opt-in is required
The Day 4 SMS step is gated. The cadence worker will not send an SMS unless FleetLead.smsOptInAt is set and smsOptOutAt is null. The step gets skipped silently (with an entry in the activity log) for leads without consent. Capture consent via the lead form's opt-in checkbox or by logging it manually after a verbal yes.
Cool-off behavior
A lead that completes step 11 without engaging drops to Cool-Off automatically. The cadence worker re-promotes it back to New after cadence.coolOffDays (default 180). The cool-off period is per-cadence, not per-lead - changing it on the settings page updates all cool-off leads on the next worker run.
Leads marked Lost manually do not auto-recycle. Use Lost when you know they are dead (someone explicitly told you no, or you found out they signed with a competitor); use Cool-Off when the door is still ajar.
Related
- Fleet Sales overview - the kanban and lead lifecycle
- Convert to fleet account - what happens after a Won lead converts