DCC Lead Qualification Flow
Three qualification paths: Kaya (AI), VSL form, or Alex (Booker). Everyone gets the Newsletter. Post-meeting "need time" leads get the Advisor Hotline sequence. The Strategic Career Advisor's calendar is earned, not open. Two pipeline boards track every lead from first contact to enrollment.
Entry point for every new lead. Form submission triggers VSL popup + welcome messages from Alex. If no engagement, Alex's follow-up sequence runs days 2-4. Then routes to qualification or newsletter.
Phase A: Instant Welcome
Lead submits form TRIGGER
From any origin: Recording Connection, Film Connection, Radio Connection, CASA Schools, or DCC direct. Origin captured via hidden field.
VSL popup appears
Video sales funnel plays on the thank-you page. If they watch and fill out the second form → goes to Kaya for qualification OR triggers second message from Alex.
SMS from Alex (Booker)
"Hi {{ name }}, I'm Alex from Dream Career Connection. Check out this quick video to see how our mentorship program works: [VSL link]. Questions? Call or text me anytime: [number]"
Email from Alex (Booker)
Welcome email with VSL link, Alex's contact info, and intro to Dream Career Connection. Encourages them to watch the video. NO calendar link.
Added to Newsletter
Everyone gets added to the DCC Newsletter from Day 1. Weekly career tips, success stories, and updates.
Phase B: Alex's 3-Day Follow-Up (if no engagement)
If the lead hasn't clicked the VSL, talked to Kaya, or filled out the second form by Day 2, Alex's follow-up sequence kicks in:
Day 2: SMS from Alex
"Hey {{ name }}, did you get a chance to watch the video? I'd love to hear about your career goals: [VSL link]"
Day 3: SMS from Alex
"{{ name }}, just checking in. What's your #1 goal in [field]? Happy to chat anytime: [number]"
Day 4: Final SMS from Alex
"Last note from me for now, {{ name }}. When you're ready to talk about your career path, I'm here: [number]. You'll keep getting our newsletter with career tips!"
Phase C: Priority Check (if they engage)
Already resolved? IF/ELSE
IF Lead_Status = "Appointment Booked" OR "Community_Newsletter" → EXIT. Kaya already routed this lead.
Kaya qualified but didn't book?
IF Call_Outcome = "Qualified_Not_Booked" → Set Priority = "Urgent" 🔴. Send SMS with calendar link. Notify Alex. Move opportunity to Pipeline 1 → "Urgent" stage. EXIT.
Talked to Kaya but not qualified?
IF Ai_call_duration > 0 AND Call_Outcome = "Not_Qualified" → Set Priority = "Hot" 🟠. Continue Alex follow-up sequence. EXIT.
Clicked VSL but no Kaya conversation?
IF Lead_Status = "VSL_Clicked" AND Ai_call_duration = 0 → Set Priority = "Hot" 🟠. Alex sees engagement and can reach out. EXIT.
Filled out second form (VSL qualification form)?
Goes to Kaya for qualification conversation OR triggers immediate Alex outreach. This is a high-intent lead.
Lead engages Kaya (voice or chat)
Kaya has a qualifying conversation: learns about goals, explains the mentorship model, mentions DCC is a professional program with investment involved. Ai_call_duration is recorded.
Kaya webhook updates GHL fields
After call ends, webhook sets: Ai_call_duration, Call_Outcome, Qualification Results, Qualification Responses, Conversation-Summary. Lead_Status updated to "AI Contacted".
Kaya routes the lead directly BRANCH
Kaya makes the routing decision at the end of the call and triggers the appropriate action herself.
→ Booked during the call
Lead qualified and booked the Advisor session while on the call with Kaya. WF 1 (Calendar Confirmation) fires automatically from the booking event. No further action needed.
→ Qualified but didn't book — Urgent
Kaya sets Priority = "Urgent" and triggers a Booker notification. WF 2's Priority Check also catches this at the 20-min mark as a safety net. Booker follows up immediately with calendar link.
→ Invite to Free DCC Community
Kaya: "We have a free community and newsletter — career tips, industry insights, and updates. Want me to add you?" Kaya applies Community_Newsletter tag → WF 4 fires.
→ Priority Check handles routing
Short call, no readiness demonstrated, or hung up quickly. Kaya sets fields only. WF 2's Priority Check evaluates at the 20-min mark and routes to automated outreach.
→ Lead asked for a human
Kaya attempts warm transfer to Booker. If Booker answers, they're live. If voicemail, Kaya triggers a Booker notification: "{{ name }} asked for a human, got voicemail. Call back."
Optional workflow. For leads who need more than the 3-day Alex follow-up. Trigger by applying the Outreach_Sequence tag. Active outreach (days 0–7) → long-term nurture (days 14–60) → Mastermind offer → stop.
Trigger: Tag Added = Outreach_Sequence TRIGGER
Applied by WF 1 (Priority Check) or by Alex when enrolling legacy contacts. Moves opportunity to Pipeline 1 → "In Outreach" stage.
Active Outreach (Days 0–7)
SMS 1 — Immediate AUTO SMS
Alex intro. "Hi {{ name }}, this is Alex from Dream Career Connection. I saw you're interested in [field] — what's your #1 goal right now?"
Email 1 — +4 hours AUTO EMAIL
Value email about mentorship model. Success stories. Mentions Advisor for serious candidates.
SMS 2 — +24 hours AUTO SMS
Check-in. Mentions Kaya: "You can also chat with Kaya anytime: [link]"
Email 2 — +48 hours AUTO EMAIL
Value content. Success story. Mentions free community.
SMS 3 — +72 hours AUTO SMS
Kaya re-engagement invite.
Email 3 — +7 days AUTO EMAIL
Final active outreach. Community/newsletter as soft landing.
Long-Term Nurture (Days 14–60)
SMS 4 — Day 14: Kaya re-engagement
"Hi {{ name }}, I noticed we never got to finish our conversation about your career goals. I'm here whenever you're ready: [number]"
Email 4 — Day 21
Success story + program highlights. Low-pressure value content.
Email 5 — Day 35
"Still thinking about a career in [field]?"
Email 6 — Day 50: Mastermind Online offer
"Not ready for the full mentorship? Join our Mastermind Online — weekly live Zoom sessions, Q&A access, and a community of aspiring professionals. Just $100 every 28 days."
Day 60: Sequence ends
Remove Outreach_Sequence tag. Apply Outreach_Complete tag. Lead stays on Newsletter. No further automated outreach unless they re-engage.
Reply handling at any point BRANCH
If lead replies at any point → pause automation, notify Booker with reply text. Booker calls.
Alex qualifies the lead
If ready for full mentorship → Alex sends calendar link for Strategic Career Advisor.
If interested but not ready → Alex offers Mastermind Online ($100/28 days).
If not ready at all → stays on Newsletter.
The Booker does NOT send these messages individually. The sequence runs automatically. The Booker's job is to:
1. Monitor Conversations inbox — Watch for replies across all leads in bulk.
2. Add older contacts to the sequence — Pull legacy contacts and enroll them by applying the Outreach_Sequence tag.
3. Call leads who respond — Only call when someone replies. Never cold-call non-responders.
Only qualified leads reach the Advisor GATE
A lead gets the calendar link only after being qualified — by Kaya (who sends the link during the call), the VSL form, or Alex (who sends the link after qualifying in conversation). No other path to the Advisor's calendar.
Advisor meets with qualified lead
Advisor's time is protected. Only meeting leads who understand the program costs money and have demonstrated genuine interest.
Post-meeting: Advisor sets Meeting_Outcome
Immediately after each meeting, the Advisor updates the contact record with what happened:
→ Enrolled in Mentorship ✅
Ready to enroll in full mentorship program! Alex handles paperwork and mentor matching. Opportunity moves to Pipeline 2 → "Enrolled" stage.
→ Enrolled in Mastermind Online 💡
Not ready for full mentorship but wants to stay engaged. Enrolls in Mastermind Online — $100/28 days. Weekly live Zoom + Q&A access. Future upsell to full mentorship.
→ Advisor Hotline Sequence
Interested but not ready yet. Automatically enters the Advisor Hotline — weekly SMS + Email asking "Ready to get started?" until they enroll or opt out. Opportunity moves to Pipeline 2 → "Follow-Up Active" stage.
→ Alex reschedules
Alex reaches out to reschedule the meeting.
→ Offer Mastermind or Newsletter
Lead isn't a match for full mentorship. Advisor can offer Mastermind Online as alternative, or lead stays on Newsletter only.
Two automated message tracks run in parallel. Everyone gets the Newsletter. Post-meeting "need time" leads also get the Advisor Hotline.
DCC Newsletter EVERYONE
Who: Everyone in the database — new leads, in-progress leads, post-meeting leads, all of them.
Frequency: Weekly
Content: Career tips, success stories, industry insights, program updates.
Trigger: Automatic on form submission (everyone gets added Day 1)
Advisor Hotline POST-MEETING ONLY
Who: Only leads who met with the Advisor and selected "Need_Time"
Frequency: Weekly
Content: "Hey, you said you wanted to get started. Ready now?" / "I haven't heard from you — is now a good time?"
Trigger: Meeting_Outcome = "Need_Time"
Stops: When they enroll or ask to stop
A lower-commitment entry point for leads who aren't ready for full mentorship. Keeps them engaged and creates an upsell path.
What's Included
Weekly live Zoom session — Group call with Q&A, industry insights, career guidance
Ongoing Q&A access — Ask questions anytime, get answers from the DCC team
Community access — Connect with other aspiring professionals
Pricing
$100 every 28 days — recurring subscription. Cancel anytime.
Entry Points
From Advisor meeting: Meeting_Outcome = "Mastermind_Online" — lead wants to stay engaged but isn't ready for full mentorship
From Alex: Alex can offer to leads who are interested but not qualified for full program
From outreach: Day 50 email offers Mastermind as alternative to full program
Pipeline Boards
Two visual Kanban boards track every lead. Workflows move cards between stages automatically. Alex and Advisor can also drag cards manually.
Pipeline 1: Lead Qualification — Alex's Board
New Lead
Just submitted form
Urgent
Qualified, didn't book
In Outreach
WF 2 running
Appointment Set
On Advisor calendar
Mastermind
In Mastermind Online
Newsletter Only
Long-term nurture
Pipeline 2: Enrollment — Advisor's Board
Meeting Completed
Advisor met with lead
Advisor Hotline
Weekly follow-up active
Mastermind
$100/28 days
Enrolled ✅
Full mentorship
Lost
Not enrolling
Where Human Time Goes
❌ Before
✅ After
Custom Fields
Lead_Status DONE ✅
Dropdown: New · Email Opened · Email Clicked · AI Contacted · Appointment Booked · Community_Newsletter
Set by workflow automation + Kaya webhook.
Human Follow Up Priority DONE ✅
Dropdown: None · Urgent · Hot · Warm · Cold
Set by WF 2's Priority Check based on Kaya's data.
Alex_Call_Outcome NEW
Dropdown: No_Answer · Callback_Requested · Qualified · Not_Ready · Not_Interested
Set by Alex (Booker) after each conversation.
Meeting_Outcome NEW
Dropdown: Needs_Mentor · Mastermind_Online · Need_Time · No_Show · Not_A_Fit
Set by Advisor after each meeting. "Need_Time" triggers Advisor Hotline. "Mastermind_Online" enrolls in $100/28-day program.
Advisor_Notes NEW
Large text field. Set by Advisor after each meeting. Context for Booker follow-up: "Loves the film program, needs to talk to wife about budget, follow up Thursday."
Ai_call_duration
Numerical. Set by Kaya webhook. Duration of AI conversation in seconds. Used by Priority Check to assess engagement.
Call_Outcome
Dropdown: Qualified_Booked · Qualified_Not_Booked · Interested_Not_Ready · Not_Qualified · Brief_Hangup · Transfer_To_Human
Set by Kaya webhook. Drives routing decisions.
Qualification Results / Responses / Conversation-Summary
Large text fields. Set by Kaya webhook. Structured assessment, lead's actual answers, and AI summary. Context for Booker and Advisor.