Crm reactivation campaigns

CRM Reactivation Campaigns

Use when a CRM has hundreds+ of stale leads (applied but never contacted, booked but no-showed, went cold after contact) that need a structured re-engagement campaign.

Key Principle: Piggyback Don't Invent

Never create a separate "re-engagement offer." Anchor the outreach to whatever promotion/giveaway the business is already running. The existing campaign IS the re-engagement hook. This avoids confusing the owner ("what re-engagement offer?") and keeps messaging consistent.

Workflow

1. Audit the pipeline

Query the CRM to understand:

• Total opportunities by stage
• Contact coverage (phone, email, both, neither) per stage
• Activity recency — how long since last contact
• Top sources
• Monetary value assigned

GHL API quirks (v2):

• Base: services.leadconnectorhq.com (v1 at rest.gohighlevel.com is Cloudflare-blocked)
• Required header: Version: 2021-07-28
• Phone numbers arrive partially masked (+447****1234) — GHL privacy feature, not a query error
• Max 100 results per page on opportunities search
• Store token in /tmp/file and read back to avoid shell redaction of secrets in command output

2. Tier leads by stage and contact data

Tier	Stage	Action	Priority
Tier 1 — Kill Now	Survey Submitted / Applied + has phone	DM setter reaches out TODAY	🔴 Highest
Tier 2 — Warm	Booked but no-show / 24 Hours Before + has phone	DM setter within 48 hrs	🟡 High
Tier 3 — Re-nurture	No Answer / Unresponsive / Requires Follow Up	Email sequence first → DM on open	🟢 Medium
Exclude	Disqualified, existing Client, Cancelled	Skip	✗

For Tier 1: sort by most-recent-created. Batch into groups of 30-50 for daily cadence.

3. Confirm the offer with the owner

Present the framework clearly:

"Here are [N] cold leads. [Giveaway/Offer X] is your hook. We tell them: 'You applied before — you're pre-qualified for this.'"

Do NOT frame it as a separate campaign. The owner must immediately recognise their own promotion.

4. Write DM scripts per tier

Scripts must:

• Reference the specific stage the lead is stuck in
• Use the giveaway/offer as the reason (non-salesy)
• Include a clear CTA (book a call)
• Have reply-handling branches (interested, what's the catch, not now)

Tier 1: "Hey [Name], this is [Setter] from [Brand]. You applied for coaching before but never got through. We're running [Offer]. Since you're pre-qualified, wanted you to know first. Interested?"

Tier 2: Acknowledge the missed booking: "I see you booked a call before and it never happened — life gets in the way. We're running [Offer]..."

Tier 3: Email-first. "Saw you opened our email about [Offer]. Just making sure you saw it..."

5. Write the email sequence

3 emails over 7 days:

• Email 1: Re-introduction + offer (apologise for the silence)
• Email 2: Social proof / client story
• Email 3: Deadline urgency + last call

Track opens → tag "warm" → DM setter reaches out within 2 hours of open.

6. Setter daily cadence

Day	Action
Day 1	DM first 30-50 Tier 1 leads. Send Email 1 to all.
Day 2	Reply to DM responses. DM Tier 2 leads.
Day 3	Send Email 2. Check opens → DM warm leads.
Day 5-6	Follow up Tier 1 non-responders. Cover remaining batches.
Day 7	Send Email 3 (deadline). Final DM follow-up.

7. Tag and move leads in CRM via API

• Tag: re-engagement-wave-1, tier-1-hot, tier-2-warm, tier-3-nurture
• Move Tier 1 → "Requires Follow Up" so the setter sees them immediately
• Move Tier 2 → "Requires Follow Up" on day 3

8. Deliverables to the owner

• Prioritised lead list (batched for the setter)
• DM scripts per tier with reply branches
• Email sequence (3 emails)
• CRM tags and stage moves (executed via API)
• Daily cadence sheet

Pitfalls

• Offer confusion: Always tie the re-engagement to an existing promotion. Never invent a new one without explicit approval. If the owner says "I don't understand the re-engagement offer", you've failed — restate it as their existing campaign.
• Phone masking: Don't report "missing phone numbers" as a data issue in GHL. Country code + last 4 digits is all the API returns by design.
• Lead volume overwhelm: 150+ DMs in one day burns out a new setter. Batch into 30-50/day.
• No booking link: Always ask for the specific booking link before sending scripts to the setter.
• API pagination: GHL returns max 100 per page. Always paginate to get the full dataset.