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.
UPDATED APR 2, 2026
Kaya (AI)
Automation
Booker (Human 1)
Strategic Career Advisor (Human 2)
Gate / Decision
Free DCC Community
WF 1
New Lead Welcome & Follow-Up
Automation
Kaya
Booker
▼
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
CRM trigger · Any origin
From any origin: Recording Connection, Film Connection, Radio Connection, CASA Schools, or DCC direct. Origin captured via hidden field.
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VSL popup appearsAUTO
Thank-you page
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.
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SMS from Alex (Booker)SMS
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]"
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Email from Alex (Booker)EMAIL
Alex (Booker)
Welcome email with VSL link, Alex's contact info, and intro to Dream Career Connection. NO calendar link. The path to the Strategic Career Advisor runs through qualification first.
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Added to NewsletterAUTO
CRM automation
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)
Day 2 SMS from AlexDAY 2
Alex (Booker)
"Hey {{ name }}, did you get a chance to watch the video? I'd love to hear about your career goals: [VSL link]"
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Day 3 SMS from AlexDAY 3
Alex (Booker)
"{{ name }}, just checking in. What's your #1 goal in [field]? Happy to chat anytime: [number]"
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Day 4 Final SMS from AlexDAY 4
Alex (Booker)
"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!" → Lead stays on Newsletter for long-term nurture.
Phase C — Priority check (if they engage)
Priority check — WF1 IF/ELSE
CRM IF/ELSE logic
Evaluates Lead_Status and Call_Outcome to route the lead. Runs at the 20-min mark as a safety net.
Lead_Status = "Appointment Booked" OR "Community_Newsletter" → EXIT
Call_Outcome = "Qualified_Not_Booked" → Priority = Urgent 🔴 · SMS with calendar link · Notify Alex
Ai_call_duration > 0 AND Call_Outcome = "Not_Qualified" → Priority = Hot 🟠 · Continue Alex follow-up
Lead_Status = "VSL_Clicked" AND Ai_call_duration = 0 → Priority = Hot 🟠 · Alex can reach out
Filled out second form → Kaya qualification call OR immediate Alex outreach
KAYA
AI Qualification & Routing
Kaya
▼
Kaya has a qualifying conversation, learns about the lead's goals, explains the mentorship model, and mentions DCC is a professional program with investment involved. Ai_call_duration is recorded. Kaya routes the lead directly at the end of the call.
Kaya qualifying callAI VOICE
Kaya (AI)
Goals, mentorship model, cost awareness. Ai_call_duration is recorded throughout.
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Kaya webhook → CRM fieldsWEBHOOK
Kaya webhook
After call ends, webhook sets: Ai_call_duration, Call_Outcome, Qualification Results, Qualification Responses, Conversation-Summary. Lead_Status updated to "AI Contacted".
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Kaya routing decision — BRANCH
Kaya (AI) · routes at end of call
Kaya makes the routing decision herself and triggers the appropriate action.
Qualified_Booked → Booked during the call. WF1 Calendar Confirmation fires automatically. Done.
Qualified_Not_Booked → Urgent 🔴 · Booker notification · SMS with calendar link
Interested_Not_Ready → Invite to Free DCC Community · Community_Newsletter tag → WF4 fires
Not_Qualified / Brief_Hangup → Kaya sets fields only. Priority Check evaluates at 20-min mark.
Transfer_To_Human → Warm transfer to Booker. If voicemail → Booker notification.
VSL form path (high-intent)ALT PATH
Alex / CRM
Second form filled by lead → Kaya qualification call OR immediate Alex outreach. High-intent signal.
WF 2
Automated Outreach & Nurture
Automation
Booker
▼
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 = Outreach_SequenceTRIGGER
CRM automation
Applied by WF1 Priority Check or manually by Alex for legacy contacts. Moves opportunity to Pipeline 1 → "In Outreach" stage.
Active outreach — days 0–7
SMS 1 — ImmediateAUTO SMS
Alex intro via automation
"Hi {{ name }}, this is Alex from Dream Career Connection. I saw you're interested in [field] — what's your #1 goal right now?"
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Email 1 — +4 hoursAUTO EMAIL
CRM sequence
Value email about mentorship model. Success stories. Mentions Advisor for serious candidates.
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SMS/Email sequence — Days 1–7SEQUENCE
CRM sequence
Day 1 check-in + Kaya link. Day 2 value email + community mention. Day 3 Kaya re-engage SMS. Day 7 final active outreach email.
Long-term nurture — days 14–60
Day 14 — Kaya re-engagementAUTO SMS
CRM sequence
"Hi {{ name }}, I noticed we never got to finish our conversation about your career goals. I'm here whenever you're ready."
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Days 21–35 — Value emailsAUTO EMAIL
CRM sequence
Day 21: success story + program highlights. Day 35: "Still thinking about a career in [field]?"
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Day 50 — Mastermind Online offerOFFER
CRM sequence
"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."
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Day 60 — Sequence endsEND
CRM automation
Remove Outreach_Sequence tag. Apply Outreach_Complete tag. Lead stays on Newsletter. No further automated outreach unless they re-engage.
Reply handler — at any point
CRM + Alex (Booker)
If lead replies at any point in the sequence:
No reply → Sequence continues as scheduled
Reply received → Pause automation · Notify Alex with reply text · Alex calls
ADVISOR
Strategic Career Advisor Meeting → Enrollment
Advisor
Booker
▼
Only qualified leads reach the Advisor. A lead gets the calendar link only after being qualified by Kaya, the VSL form, or Alex. No other path to the Advisor's calendar.
Qualification gate
System rule — enforced by all workflows
Calendar link issued only after qualification. Advisor's time is protected.
Qualified via Kaya, VSL form, or Alex → Calendar link issued
Not qualified → Returns to outreach sequence
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Strategic Career Advisor meetingMEETING
Advisor (Human 2)
Advisor meets with pre-qualified lead. Meeting_Outcome field is set immediately after. Advisor's time is protected — only meeting leads who understand the program costs money.
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Meeting_Outcome decision
Advisor · set immediately after each meeting
Advisor selects outcome in CRM contact record. Automations fire based on selection.
Needs_Mentor → Enrolled in full mentorship ✅ · Alex handles paperwork + mentor matching
Mastermind_Online → Enrolled in Mastermind Online 💡 · $100/28 days · Future upsell
Need_Time → Advisor Hotline sequence fires automatically · Weekly follow-up until enroll/opt-out
No_Show → Alex reschedules
Not_A_Fit → Offer Mastermind Online or Newsletter only
ONGOING
Two Parallel Message Tracks
Automation
▼
Two automated message tracks run in parallel. Everyone gets the Newsletter. Post-meeting "need time" leads also get the Advisor Hotline.
DCC NewsletterEVERYONE
CRM automation · Weekly
Career tips, success stories, industry insights. Trigger: automatic on form submission.
Advisor HotlinePOST-MEETING ONLY
CRM automation · Weekly
Only for Meeting_Outcome = "Need_Time" leads. Stops when they enroll or ask to stop.
PIPELINES
Two CRM Pipeline Boards
CRM Kanban
▼
Two visual Kanban boards track every lead. Workflows move cards between stages automatically. Alex and the Advisor can also drag cards manually.
Pipeline 1 — Lead Qualification (Alex's board)
1
New Lead2
Urgent3
In Outreach4
Appt Set5
Mastermind6
Newsletter OnlyPipeline 2 — Enrollment (Advisor's board)
1
Meeting Done2
Hotline3
Mastermind4
Enrolled ✅5
LostWhere human time goes
❌ Before
📞 Alex cold-calls every lead regardless of engagement
📅 Calendar link available to anyone — unqualified leads book freely
⏰ Advisor wastes time on tire-kickers who don't understand pricing
💀 Unready leads are dead-ends with no nurture path
📋 No visibility into where leads are in the process
✅ After
💬 Automated sequence does outreach — Alex manages in bulk, calls responders only
🔒 Advisor calendar earned through qualification
🎯 Advisor only meets pre-qualified leads
💡 Not ready? Mastermind Online at $100/28 days keeps them engaged
📊 Two pipeline boards — full visibility from first touch to enrollment
Custom fields
Lead_Status
Dropdown
New · Email Opened · Email Clicked · AI Contacted · Appointment Booked · Community_Newsletter
DONE ✅
Human Follow Up Priority
Dropdown
None · Urgent · Hot · Warm · Cold
DONE ✅
Call_Outcome
Dropdown · set by Kaya webhook
Qualified_Booked · Qualified_Not_Booked · Interested_Not_Ready · Not_Qualified · Brief_Hangup · Transfer_To_Human
DONE ✅
Meeting_Outcome
Dropdown · set by Advisor
Needs_Mentor · Mastermind_Online · Need_Time · No_Show · Not_A_Fit
NEW
Alex_Call_Outcome
Dropdown · set by Booker
No_Answer · Callback_Requested · Qualified · Not_Ready · Not_Interested
NEW
Advisor_Notes
Large text · set by Advisor
Free text. Context for Booker follow-up. e.g. "Loves the film program, needs to talk to wife about budget, follow up Thursday."
NEW
Ai_call_duration
Numerical · set by Kaya webhook
Duration in seconds. Used by Priority Check to assess engagement level.
DONE ✅
Qualification Results / Summary
Large text · set by Kaya webhook
Structured assessment, lead's actual answers, and AI conversation summary. Context for Booker and Advisor.
DONE ✅