Day 2

Lead Import Strategy

Facebook Group Import

Facebook groups are the primary source of leads. Quality of the group determines quality of the pipeline. Do not import randomly.

Identify groups where your ICP is active and engaged
Continuously search for new groups as existing ones saturate
Import group members strategically based on engagement, not just membership
Use effective keywords in the FlowChat extension filter
Prioritize niche accuracy over volume

VA Responsibilities — Lead Sources

  • › Review and update group sources every week
  • › Monitor lead quality, are replies relevant?
  • › Replace underperforming groups with better-fit alternatives

Qualification Setup

Before automation runs, the targeting filters must be configured. Sending requests to the wrong people wastes the account's daily limits.

Define ICP

Document role, industry, pain points, and buying signals for the ideal lead.

Update Audience Qualification Filters

Apply the ICP inside FlowChat before importing any group.

Adjust Based on Performance

Review weekly. If acceptance or reply rate is low, the targeting is off.

Friend Request & First Message Flow

The pipeline moves leads through defined stages. Each stage has a system action and a VA responsibility.

Stage 4Friend Request Sent
System Action: Friend request sent to the lead. If no action is taken within 3 weeks, the request is automatically removed.
VA Task: Monitor acceptance rate daily. Ensure the 'Check new friends' queue is active and running.
Stage 5Friend Request Accepted
System Action: Lead accepted the request. The system moves them into the first message queue.
VA Task: No manual action required at this stage. Confirm the first message is set up correctly before automation runs.
Stage 6First Message Sent
System Action: Opening message sent automatically once the friend request is accepted.
VA Task: Before enabling automation: Update the first message on the builder page. Customize it per business. Save multiple template variations. Avoid repeated patterns.

Decision Logic

The pipeline filters non-responsive leads automatically. The VA does not chase people who are not interested.

Friend Request

NoNot accepted, removed after 3 weeks
YesAccepted, first message is sent

First Message

NoNo reply, lead is removed from active pipeline
YesReplied, move forward to Stage 07
Non-responsive leads are filtered out protect the VA's time and keep the pipeline clean. Only engaged leads move forward.
Before running any automation, save at least 3–4 variations of the opening message. Identical messages sent at volume trigger platform restrictions.