Lead Autopilot
Overview
Lead Autopilot is a fully automated follow-up system for Facebook Lead Ad campaigns where the club has confirmed they will not call leads personally. The system handles all outreach automatically — staff only get involved when a lead replies.
Problem it solves: Facebook leads arrive in volume and are typically colder than website enquiries. Manually calling every Facebook lead is not viable for most clubs. Lead Autopilot runs a structured SMS and email sequence automatically, qualifies leads through engagement, and routes anyone who responds into the correct department pipeline for staff follow-up.
When to deploy: Only when a client is running Facebook Lead Ad campaigns and has confirmed they will not call leads personally. Do not deploy Lead Autopilot for website enquiries — those go through Speed to Lead.
Full documentation: The complete system — pipeline structure, sequence logic, reply handling, and message templates — is documented in the Lead Follow-Up System page.
Ref: LM-lead-autopilot
Components
| Component | Type | Description |
|---|---|---|
| Facebook Leads pipeline | GHL Pipeline | Separate pipeline used by Lead Autopilot only |
| Lead Autopilot master workflow folder | GHL Workflow Folder | Duplicated per campaign — never edited directly |
| Confirmation email | GHL Workflow | Fires immediately on lead creation |
| Day 1 follow-up | GHL Workflow | SMS + email if no reply within 24 hours |
| Day 3 follow-up | GHL Workflow | SMS + email |
| Day 7 follow-up (final) | GHL Workflow | SMS + email — closes the loop |
| Reply handler | GHL Workflow | Detects reply → removes from sequence → routes to dept pipeline at In Contact (Warm) → fires staff notification |
source_facebook tag | GHL Tag | Applied on lead creation |
campaign_[slug]_[mon][yy] tag | GHL Tag | Applied per campaign — used for reply routing |
How It Works
- A Facebook Lead Ad form is submitted
- Contact is created, tagged
source_facebookand with the campaign tag - Confirmation email fires immediately
- If no reply within 24 hours, Day 1 SMS + email fires automatically
- If no reply, Day 3 follow-up fires
- If no reply, Day 7 final follow-up fires
- If the lead replies at any point: removed from sequence, routed to correct department pipeline at In Contact (Warm), staff notification fires
- If no reply after all three follow-ups: tagged as non-responsive, enters long-term nurture
The reply handler uses the campaign tag to determine which department pipeline to route the lead into. Each campaign workflow must have the correct routing configured before go-live.
Client Variables
| Variable | What Changes Per Client |
|---|---|
| Campaign name and tag | Unique per campaign — e.g. campaign_womens_membership_mar26 |
| Follow-up copy | Written per campaign, approved before go-live |
| Reply routing | Which department pipeline replied leads go into |
| Facebook Lead Ad form | Built in Meta for Business — linked to the GHL trigger |
Build Steps
For each new campaign:
- Create the Facebook Lead Ad and form in Meta for Business
- Duplicate the master Lead Autopilot workflow folder in GHL — never edit the master directly
- Rename the duplicate to match the campaign (e.g.
HW — Lead Autopilot / Women's Membership Mar 2026) - Update the trigger to match the specific lead form
- Set the campaign tag (e.g.
campaign_womens_membership_mar26) - Configure reply routing — set the correct department pipeline for replied leads
- Write bespoke follow-up copy for this campaign
- Get James's sign-off and client approval on all copy
- QA test with a dummy lead through the Meta test tool
- Verify reply routing works correctly before going live
QA Checklist
- Confirmation email fires immediately on lead creation
-
source_facebooktag applied correctly - Campaign tag applied correctly
- Day 1 SMS + email fire after 24 hours with no reply
- Day 3 follow-up fires correctly
- Day 7 final follow-up fires correctly
- Reply detection tested — lead removed from sequence immediately on reply
- Reply routing tested — lead goes to correct department pipeline at In Contact (Warm)
- Staff notification fires on reply
- Long-term nurture tested for non-responsive leads
- All copy approved by client before go-live
Non-Negotiable Rules
- Never edit the master Lead Autopilot workflow folder directly. Always duplicate it for each campaign.
- Each campaign gets its own unique campaign tag. Do not reuse tags across campaigns.
- Reply routing must be configured and tested before go-live. A lead that replies and lands in the wrong pipeline — or no pipeline — is a lost lead.
- All copy is bespoke per campaign and must be approved by the client before anything sends.
- Do not deploy Lead Autopilot for website enquiries. Those go through Speed to Lead.