UFG Works Rep Guide -> Follow-Up

Follow-Up

After the call, the system moves the queue and the rep finishes the human work.

Use this page when the next step is email or when the call has turned into a qualified meeting or walkthrough.

Email Follow-Up

Rep action
Tag the call Connected - Send Email.
System action
The reconciler creates an Email activity for the next business day and places the AI summary, action items, suggested recipient, and suggested draft body in the activity note.
Queue protection
The system is built to keep one open next activity on the lead. It should close the current call, create the email follow-up, and sweep away stale extra activities so the lead does not keep showing an older overdue call.
Still manual
The rep still sends the email. True Gmail or Outlook draft creation is not live yet.

Meeting / Qualified Opportunity

Use this tag only when it is real
Qualified - Meeting should mean a real meeting, walkthrough, or clearly qualified next step, not just a good conversation.
System action
The lead moves to Qualified, and the system creates or reuses a deal in UFG Qualified Opportunities, stage Discovery Scheduled.
Still manual
The rep still has to book the actual meeting, send the calendar invite, confirm attendees, and make sure the real contact details are correct.

How The Queue Clears Properly

What the rep does What the system does What should never happen
Finish the call and choose one Aircall tag. Mark the current call activity done and set the next step. Leaving both the old call and the new follow-up open.
Use Connected - Send Email when email is next. Create an Email activity for the next business day. Creating a second manual call just to remember to email.
Use No Answer / Voicemail when voicemail was left. Advance the voicemail ladder and create the correct next call or email. The lead still showing yesterday because an older placeholder activity stayed open.
Remember the rule
The queue works when there is exactly one real human next step per lead. The activity list is not a scratchpad.

When They Already Have A Good Vendor

Use this new lane

Use Current Vendor - Revisit Later when the account is still a fit, but they are currently happy with an incumbent vendor and there is no near-term opening.

What happens

The lead moves to Nurture and gets pushed to a new Call about 60 business days later, which is roughly a quarter instead of a one-month nuisance follow-up.
Why I chose a quarter
One month is usually too soon for a satisfied facilities vendor relationship. A quarter is long enough to be respectful but still short enough to catch budget, vendor, or service changes.

Exact Sequence When A Meeting Gets Booked

Rep must do these immediately

  1. Apply the Qualified - Meeting tag in Aircall.
  2. Confirm the right person is attached to the lead and organization.
  3. Send the actual calendar invite.
  4. Confirm date, time, location, and attendees.
  5. Add any handoff note the next team member needs.

System should do these next

  1. Mark the call activity done.
  2. Move the lead to Qualified.
  3. Create or reuse the deal.
  4. Place the deal in Discovery Scheduled.
  5. Create the next follow-up task on the deal.
Rep should verify before moving on Why
The right organization is linked So the opportunity lives under the correct account history.
The right person is linked So follow-up and calendar activity are tied to a real human.
The meeting is really on the calendar The system does not create the calendar event for you.
The deal exists in the right stage That is what moves the opportunity out of prospecting and into qualified pipeline management.
Human follow-through still matters
The system moves the CRM object. The rep still owns the actual meeting logistics, invite, and handoff quality.