Buyer & owner snapshot guide

Every project call captured. Every closed lead followed up.

Amy answers your line, qualifies pool removal and landscaping callers, captures the project, alerts your team, takes messages, and follows up by text and email when a lead passes or a job is done.

1 agent3 workflows9-stage pipelineText and email follow-ups
SNAPSHOT GUIDEPOOL AND LANDSCAPING

Pool and
Landscaping

Lead qualificationIncluded
Team alertsIncluded
Why-you-passed follow-upIncluded
Review requestsIncluded
01 · What it does

Your crew stays on the job; the phone still gets answered.

Project calls come in while your team is on site. This snapshot answers them, explains full and partial pool removal, collects everything your estimator needs and emails it to the team. When a lead passes, it asks why; when a job is done, it asks for a review. It never quotes prices, timelines or permits.

Qualify

Ten answers

Contact, address, service, property and more.

Alert

Team email

Every lead and every message.

Follow up

Text, then email

Why they passed; a review when done.

02 · What is included

The snapshot contents.

AssetQuantityPurpose
Pool Removal & Landscaping Receptionist (Amy)1 agent

Voice receptionist for project callers.

Inbound Call1 workflow

Qualification, intake, messages and team alerts.

Why Client Passed1 workflow

Asks leads moved to Pass what led them to go another way.

Google Reviews1 workflow

Asks customers moved to Completed for a review.

Sales pipeline9 stages

From Lead to Completed, Pass or Lost.

Fields and globalsIncluded

Six pool fields and business settings.

03 · How it works

Three workflows, one customer journey.

Pool inbound call workflow
Inbound Call, saved September 24, 2026. Dashed steps need the owner's email sender or optional webhook.
Text version of this diagram

A new caller is added to the Sales pipeline at Lead. A known caller with an assigned owner is welcomed back and leaves a message for their project team; any other known caller hears the greeting. The greeting asks whether the caller needs pool removal, a landscape construction project or something else. Pool removal explains full and partial removal and asks which, or whether the caller wants advice. Pool removal and landscaping callers answer the intake: name, phone, email, property address, service type, property type, how they heard about the business, other estimates, landscaping interest and anything else the team should know. The team is emailed the complete lead, the details are posted to the owner's CRM webhook if one is set, and the caller is thanked. Callers with something else leave their name and a message, which is emailed to the team.

Pool follow-up workflows
Why Client Passed and Google Reviews, saved September 24, 2026. Texts and emails need the owner's SMS number and sender.
Text version of this diagram

When a lead is moved to Pass, the workflow waits a day and texts to ask what led them to go another way. A reply within three days is logged on the contact and the team is emailed to read it; with no reply, the same question goes by email. When a lead is moved to Completed, the workflow waits a day and texts a review link. A reply is logged on the contact; with no reply, the review link goes by email.

04 · Set it up

Seven owner steps make it yours.

  • 1
    Set your business globals

    Business name, service area and review link.

  • 2
    Connect your email sender

    And confirm the team support address.

  • 3
    Connect an SMS number

    For the follow-up texts.

  • 4
    Optional: set your CRM webhook

    To send each new lead to your own system.

  • 5
    Add approved business information

    Services, service area and process, in a knowledge base.

  • 6
    Assign the agent to your line

    Calls to that number start the receptionist.

  • 7
    Run the acceptance tests

    Calls, then a test lead moved to Pass and to Completed.

Open the step-by-step setup center →

05 · Verify & launch

Run the acceptance tests.

TestExpected behaviorPass condition
Ask about a full pool removalPool removal

Removal types explained; intake completed; team email with every answer.

Ask for advice on removalAdvice

Treated as a pool lead; nothing promised about price or timeline.

Ask about a landscaping projectLandscaping

Intake completed; team email.

Give your address with the zip codeNo repeats

The zip code is not asked again.

Call with a question about an existing projectMessage

Name and message taken; team email.

Call again from a contact with an assigned ownerReturning

Welcomed back; message taken for the project team.

Give an email addressEmail check

Asked to spell it and confirm it.

Move a test lead to PassWhy passed

Text the next day; reply logged and the team emailed, or an email if no reply.

Move a test lead to CompletedReview

Review link by text the next day, or by email if no reply.

Your receptionist is ready.

When the tests pass, activate the agent.

Open the setup center →