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A Touch of Glass| FollowUp System
This guide shows you what we've set up so far, where to find everything, and next things.
What We've Built: A Quick Look
New Add Contact Fields
New spaces for customer details when you add a contact
Job Folders on Opportunity Cards
New Jobs, In Progress, and Finished Jobs
Test Fields
Fields that can be used for data and automations.
Add New Contact Form Updated
Customer Type
Homeowner, Contractor, Builder, Architect
Job Type
Frameless shower, Commercial Storefront, Glass Panel Railings, Glass Partitions, Window Replacement, Other
Job Timeline
Ready Now, Still building/waiting on other work, Just looking for prices/future plans
How They Like Us to Reach Them
Call, Email, Text
How to Use: Where to find these: When you click 'Add Contact' (top right of your contacts page), you'll see these new fields in the form. We can use these to route customers to the right team member and workflow. Want to change the options? Let us know and we can add or remove choices anytime.
How to Add an Opportunity from Conversations
When you're chatting with a customer in the Conversations tab and want to create a job for them:
  1. Look for the 'Associations' tab on the far right side of the screen,
  1. Click it to open the panel,
  1. Click 'Add Opportunity' to create a new job card that's automatically linked to this customer.
Current Job Folders on Opportunity Cards
Getting Started Folder (First Details)
  • What kind of job it is
  • Address
  • When the job is ready
  • First photos or documents
  • What happened with the estimate
  • Why there's a delay
Active Job Folder (While the Job's Happening)
  • Drawings
  • Special notes for installation
  • Main person to talk to
  • How installation will be paid
  • How tricky the installation is
Finished Job Folder (When It's All Done)
  • Final installation photos
How to use these folders: When you open any Opportunity card, you'll see these three folders on the left sidebar. Click on each folder to see and fill in the fields for that stage of the job. As your job moves from estimate to active to finished, you'll use different folders. You can customize what fields live in each folder—just let us know what would help you most.
We set up the first idea of job folders—Starter, Project, and Finished Job
1. Starter Folder: Pre-Estimate
The Starter Folder has some of the info you asked for and other ideas.
When to use this folder: Use the Starter Folder when you first create an opportunity, before you've done the estimate. To find it: Open any Opportunity card and click 'Starter Folder' in the left sidebar. Fill in whatever fields you have info for and we can remove, add, and edit the rest.
  • Job Types: What kind of work is it?
  • Address: The exact address for visits and estimates.
  • Job Readiness: Checks if the customer or site is ready for what comes next.
  • Initial Photos or Docs: Lets you add any first photos or paperwork.
  • Estimate Outcome: What happened with the first estimate? Did we win it, lose it, or is it on hold?
  • Delay Reason: Why was the job put on hold or delayed? So we know for next time.
2. Project Folder: Keeping Track of Jobs
When to use this folder: Once you've won the job and it's active, switch to the Project Folder to track all the details while work is happening. To find it: Open the Opportunity card and click 'Project Folder' in the left sidebar. Want to add or change fields? Just let us know.
Drawings
Special Install Notes
Install Payment Method
Install Complexity
Main Contact
3. Finished Job Folder
When to use this folder: Once the job is complete and you've been paid, move to the Finished Job Folder. To find it: Open the Opportunity card and click 'Finished Job Folder' in the left sidebar. Upload your final installation photos here. What other info would you want to track for completed jobs? We can add more fields here.
What's Happening Next:
Here's a look at the next big features we're . Some of these will be active this week, and customized further as we figure out how you want each customer to go through the system.
01
Getting New Customers
We're setting up text-backs for missed calls and quick texts/email sequences to review after form submissions. Sending you code for your new Chat Widget on the website
02
Reporting and Dashboard
We'll review the custom dashboard for customer data, quote tracking, office follow-ups if there's no reply, and a regular check-in schedule.
03
Scheduling Jobs
We're creating two calendars (one for homes, one for contractors) and a 24-hour confirmation text that just asks for a yes/no.
04
Job Complete
We're setting up automatic review requests once the job is fully paid, and making sure negative feedback goes straight to you internally so you can fix it fast.
What We're Working On Next
Here's what we're tackling in the coming week to get your system fully up and running. We'll walk you through each piece as we complete it.
Clean Up Our System
Get rid of about 400 old, unused automated steps, delete job stages we don't use, tidy up the dashboard, and set up 150 quick messages.
Set Up Calendars & Scheduling
Create the two calendars (one for contractors, one for residential jobs), and build a 24-hour "are you still on?" message system.
Automate Our Job Stages
Set up things to happen automatically based on where a job is, and get a smart helper to make sure we always grab all the important details.
Check Things Over
Set up automatic checks only for jobs that are "Paid in Full," and make sure we get messages when tasks are finished.
Connect Things & Show How-To's
Make sure your website's little pop-up thing is working with the new followUp widget, send over examples of how we've organized Snippet folders, and share the updated tasks from our chat
Your Process Map: Our Starting Point
This is the process map you shared with us. I think you said it's a couple years old but it's a great foundation for what we're building. As we add new automations and ideas on top of this system, we can update this map to match
Let's Build This
Ready to dive in and customize your process map? Let's hop on a quick call. We can talk through your workflow, answer any questions, and start filling in the details together.
More good things on the way
We're always totally open to any of your ideas—let's build this together and figure out what actually works best for your business. Here's 2 things I'm excited for on our roadmap.
Smart Scheduling
Automatically schedule jobs based on how complicated they are.
Shower Design& Quoting Add-Ons
Shower, Custom Frameless, Window quoting software customized to your FollowUp System exactly how you need it.