Recovery System

Recovery System

Build Guide

1 Clean System Overview
2 What Was Changed
3 GHL Build Instructions
4 Workflow Details & Content
5 Document Analysis
✅ Build Checklist

SECTION 1: CLEAN POST-TEST NON-BUYER RECOVERY SYSTEM

1.1 System Objective

When a water test is completed and the opportunity is marked Closed Lost, the system automatically:

  • Moves the contact into a structured 14-day recovery sequence
  • Surfaces objections through controlled human calls
  • Tracks engagement and responses cleanly
  • Stops immediately when the contact engages
  • Tracks recovery attribution properly
  • Moves non-responders into a 90 to 270 day long-term nurture

This system must be:

  • Stable inside GHL
  • Easy to audit
  • Clean for reporting
  • Not dependent on fragile workflow pausing

1.2 High-Level System Flow

  1. Opportunity moved to Closed Lost
  2. Contact enters Recovery Engine
  3. 14-day structured sequence runs
  4. If contact replies → system stops and assigns task
  5. If contact books → system stops and logs recovery
  6. If no response → move to Recovery – No Response
  7. After 90 days → Extended Nurture begins
  8. If closed within 30 days → recovery attribution applied

No duplicate opportunities. No workflow pausing. No overlapping logic.

1.3 Pipelines

Main Water Test Pipeline

Used for original close tracking.

Post-Test Follow-Up Pipeline

Stages:

  • Recovery Active
  • Recovery – Objection Identified
  • Recovery – No Response
  • Recovered – Closed Won
  • Closed Lost – Final

1.4 Core Tags

System Tags:

wt – in recovery wt – recovery complete wt – recovered sale wt – recovery engaged wt – opted out wt – do not contact

Path Tags:

wt – path: standard wt – path: plumbing wt – path: repair wt – path: spouse

Objection Tags:

wt – objection: price wt – objection: spouse wt – objection: timing wt – objection: skepticism wt – objection: competitor

1.5 Core Custom Fields

Contact Level:

  • Recovery_Sequence_Started (DateTime)
  • Day_7_Call_Outcome (Dropdown)
  • Objection_Surfaced (Text)
  • Recovery_Response_Type (Dropdown)
  • Response_Date (DateTime)
  • Response_Channel (Dropdown)
  • Response_Day (Number)

Opportunity Level:

  • Recovery_Flag (True/False)
  • Recovery_Type (In-Sequence / Post-Sequence / Extended)
  • Days_to_Close (Number)

SECTION 2: WHAT WAS REMOVED AND ADJUSTED

Removed

Duplicate workflow stopping logic

Originally, multiple workflows attempted to pause and resume each other. This causes instability in GHL.

Creating a second opportunity for recovered deals

This creates inflated reporting and confusion. We now track recovery with fields.

Separate Day 3 reply workflow with pause logic

Overcomplicated and unnecessary.

Escalation automation based on 2-hour task completion

GHL task completion triggers are unreliable. Manual escalation is cleaner.

Attribution checker as separate post-close logic

Now integrated into close handler.

Complex segmentation re-evaluation mid-sequence

Segmentation happens once at entry.

Adjusted

  • Unified Response Handler: All replies handled by one workflow.
  • Attribution tracking simplified: Recovery_Flag + Days_to_Close + Recovery_Type.
  • Extended nurture fully separated: No waiting 90 days inside main workflow.
  • Stage logic simplified: No bouncing between pipelines unnecessarily.
  • Meta retargeting: Reduced to tag-based add/remove only.

SECTION 3: EXACT GHL STEP-BY-STEP BUILD INSTRUCTIONS

Follow this exact order.

STEP 1 – Create Pipeline
  1. Go to Settings → Pipelines
  2. Create new pipeline:
    • Name: Post-Test Follow-Up Pipeline
  3. Add stages:
    • Recovery Active
    • Recovery – Objection Identified
    • Recovery – No Response
    • Recovered – Closed Won
    • Closed Lost – Final
  4. Save.
STEP 2 – Create Tags
  1. Go to Settings → Tags
  2. Create folder: Water Test System
  3. Add all tags listed in Section 1.4.
STEP 3 – Create Custom Fields
  1. Go to Settings → Custom Fields
  2. Create contact-level fields listed.
  3. Create opportunity-level fields listed.
STEP 4 – Build Workflow 1: Recovery Engine
  1. Go to Automation → Create Workflow
  2. Name: Post-Test Recovery Engine
  3. Trigger:
    • Opportunity stage changed
    • Filter: Stage = Closed Lost
    • Filter: Pipeline = Main Water Test Pipeline
  4. Add conditions:
    • Has tag wt – test completed
    • Has tag wt – solution presented
    • Does NOT have tag wt – do not contact
    • Does NOT have tag wt – in recovery
  5. Actions:
    • Add tag wt – in recovery
    • Set Recovery_Sequence_Started = Now
    • Move opportunity to Post-Test Follow-Up Pipeline → Recovery Active
    • Slack notify owner
    • Wait 1 day
    • Continue to sequence steps (detailed in workflow section below).

📋 View complete workflow details with all content →

STEP 5 – Build Workflow 2: Unified Response Handler
  1. Trigger:
    • Inbound message received
  2. Filters:
    • Has tag wt – in recovery
  3. Actions:
    • Remove from workflow Post-Test Recovery Engine
    • Remove scheduled future steps
    • Add tag wt – recovery engaged
    • Set Response_Date = Now
    • Set Response_Channel dynamically
    • Create task assigned to original tech

📋 View complete workflow details →

STEP 6 – Build Workflow 3: Recovery Close Attribution
  1. Trigger:
    • Opportunity moved to Closed Won
  2. Condition:
    • Recovery_Sequence_Started is known
  3. Actions:
    • Set Recovery_Flag = True
    • Calculate Days_to_Close
    • If Days_to_Close ≤ 14 → Recovery_Type = In-Sequence
    • If 15–30 → Recovery_Type = Post-Sequence
    • Move opportunity to Recovered – Closed Won

📋 View complete workflow details →

STEP 7 – Build Workflow 4: Extended Nurture
  1. Trigger:
    • Tag added wt – recovery complete
  2. Sequence:
    • Wait 90 days
    • Send email
    • Wait 90 days
    • Send email
    • Wait 90 days
    • Send email
    • Move to Closed Lost – Final

📋 View complete workflow details with all email content →

SECTION 4: EACH WORKFLOW IN DETAIL WITH CONTENT

Now we write the actual sequence content.

WORKFLOW 1: POST-TEST RECOVERY ENGINE

After 24 hour wait:

Wait 2 days.

Wait 2 days.

Wait 2 days.

Wait 1 day.

Wait 2 days.

Wait 2 days.

Wait 2 days.

Actions:

  • Add tag wt – recovery complete
  • Move opportunity to Recovery – No Response

End workflow.

WORKFLOW 2: UNIFIED RESPONSE HANDLER

No messaging here.

Just task creation and logging.

WORKFLOW 3: RECOVERY CLOSE ATTRIBUTION

Pure logic workflow.

No messaging.

WORKFLOW 4: EXTENDED NURTURE

Main Sections
What Is Truly New
What Is Old/Pre-Existing
What Is Expanded/Repackaged

1. MAIN SECTIONS OF THEIR DOCUMENT

The document is structured in large conceptual blocks rather than technical build blocks.

AExecutive Overview and Revenue Case

This section explains:

  • Baseline 2 percent close rate
  • Projected 5 to 10 percent effective close rate
  • 3 to 8 percent recovery target
  • Revenue projections ranging from 600k to 1.6M lift
  • ROI argument
  • Framing this as incremental revenue from existing leads

This section is business justification, not operational instruction.

BRecovery System Overview

This outlines:

  • 14-day structured follow-up
  • Two-call strategy
  • Objection surfacing
  • Segmentation logic
  • Behavioral triggers
  • Stop conditions
  • 30-day attribution window
  • Extended nurture to 270 days

This is high-level architecture.

CPipeline and Stage Design

They introduce:

New Pipeline:
Post-Test Follow-Up Pipeline

Stages:

  • Recovery Active
  • Recovery – Early Responder
  • Recovery – Objection Identified
  • Recovery – No Response
  • Recovered – Closed Won
  • Closed Lost – Final

This is structural CRM organization.

DEntry Trigger and Preconditions

This defines:

Trigger:
Opportunity moved to Closed Lost

With preconditions:

  • Test completed
  • Solution presented
  • Not opted out
  • No duplicate running
  • Not tagged do not contact

This section defines system entry logic.

ESegmentation Paths

Four recovery paths:

  1. Standard
  2. Plumbing cross-sell
  3. Repair-intent
  4. Spouse decision

Each path alters:

  • Day 1 email
  • Day 5 SMS
  • Messaging tone

This is message customization logic.

F14-Day Sequence Breakdown

This is the most detailed part.

It includes:

  • Day 0 tagging and setup
  • Day 1 email
  • Day 3 SMS
  • Day 5 SMS
  • Day 7 call
  • Day 8 testimonial email
  • Day 10 conditional branch
  • Day 11 SMS
  • Day 13 spouse-specific email
  • Day 14 exit email

This is operational sequence design.

GDay 3 Special Reply Handler

A separate workflow triggered by detergent SMS response.

It includes:

  • Pausing main workflow
  • Escalating to tech
  • Hardness multiplier savings calculation
  • Resume logic

This is tactical conversion optimization.

HTwo-Call Strategy

  • Day 7 call
  • Day 10 objection call

Script intent included:

  • Surface objection
  • Handle price
  • Handle spouse
  • Handle skepticism
  • Handle timing

This is sales behavior design.

IStop Conditions

System stops if:

  • Contact replies
  • Appointment booked
  • Stage moved manually
  • Opt-out
  • Do not contact tag

This prevents over-contact.

J30-Day Attribution Window

If deal closes within 30 days:

  • Create new opportunity
  • Copy original data
  • Track recovery source
  • Log Days to Close
  • Distinguish in-sequence vs post-sequence

This is reporting protection logic.

KExtended Nurture

  • Day 90
  • Day 180
  • Day 270

Then final closure.

This is long-tail monetization.

LReporting Requirements

Dashboard must show:

  • Weekly recovery revenue
  • Weekly recovered deals
  • Recovery rate
  • Response rate
  • Lead source recovery
  • Tech performance
  • Objection breakdown
  • Seasonal trends

This is executive analytics.

MMeta Retargeting Layer

When Closed Lost:

  • Add to Meta custom audience
  • Run 0–7 day social proof
  • 8–14 education
  • 15–21 demo
  • 22–30 urgency
  • 30–90 reminder

With add/remove automation via Zapier or Make.

This is paid reinforcement.

2. WHAT IS TRULY NEW

These are the parts that were not typical follow-up and represent new additions.

Structured 14-Day Recovery Sequence specifically for post-test non-buyers

This is new compared to standard one-touch follow-up.

Dedicated Recovery Pipeline

Separating original close from recovered revenue.

Objection Surfacing Strategy

Formalizing Day 7 and Day 10 call checkpoints.

30-Day Attribution Tracking

Explicit recovery flagging and separation of recovered revenue.

Extended 270-Day Nurture

Long tail monetization beyond typical follow-up window.

Meta Retargeting Layer specifically tied to recovery stage

Not generic retargeting but stage-driven.

3. WHAT IS OLD OR PRE-EXISTING

These elements likely already existed in some form:

  • Main Water Test Pipeline
  • Closed Lost stage
  • Test completed tagging
  • Solution presented tagging
  • Basic follow-up messaging
  • Appointment booking handler
  • Closed Won logic

The document assumes a functioning water test CRM already exists.

4. WHAT IS EXPANDED OR REPACKAGED

These are not entirely new but more formalized:

Stop conditions

Standard CRM hygiene but formalized heavily.

Segmentation logic

Likely informal before, now structured into paths.

Reply handling

They expanded it into separate workflows.

Reporting expectations

Existing data repurposed into recovery dashboards.

Two-call strategy

Sales behavior existed but now codified.

BIG PICTURE DIFFERENCE

Old System:

Close at visit or lose deal.

New System:

Closed Lost becomes Phase 2 of the sales process.

Philosophical Change:

They are reframing Closed Lost as:

  • Not a dead lead
  • But a delayed decision

The major shift is turning:

Closed Lost
→ into a
structured monetization asset

That is the philosophical change.

✅ POST-TEST NON-BUYER RECOVERY SYSTEM

MASTER BUILD CHECKLIST (Clean Version)

0%
Phase 1 — Core Structure
1. Create Recovery Pipeline
2. Create Tags

Create tag folder: Water Test System

Path Tags:
Objection Tags:
3. Create Custom Fields
Contact Level:
Opportunity Level:
Phase 2 — Workflows

You should have exactly 4 core workflows.

Workflow 1: Post-Test Recovery Engine
Actions:
Sequence:
Workflow 2: Unified Response Handler
Actions:
Workflow 3: Recovery Close Attribution
Conditions:
Actions:
Workflow 4: Extended Nurture
Actions:
Phase 3 — Meta Retargeting (Optional Phase)
Phase 4 — Reporting
Phase 5 — Testing