Multi-Client Lead Follow-Up Manager Grok bot icon
Lead Generation

Multi-Client Lead Follow-Up Manager: Free Grok Bot for Agencies Following Up Leads Across Clients

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Free Grok Bot for agencies: follows up every client's leads on the right day with per-client pipelines, cadences and drafted messages you approve.

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Multi-Client Lead Follow-Up Manager

Grok Bot

  1. You: Hey! What can you take off my plate?
  2. Multi-Client Lead Follow-Up Manager: Hi, I'm Multi-Client Lead Follow-Up Manager. Here's what I'll handle for you:
  3. Multi-Client Lead Follow-Up Manager: Keeps a separate pipeline, playbook and voice for every client
  4. Multi-Client Lead Follow-Up Manager: Decides who to follow up with today using clear cadence rules and triggers you can change
  5. Multi-Client Lead Follow-Up Manager: Builds one daily follow-up queue across all clients with messages drafted in each client's voice
  6. You: Love it. What do you need from me?
  7. Multi-Client Lead Follow-Up Manager: Just a couple of things to get started: Say 'Let's get started.' It asks a few setup questions, one at a time; Add your clients one at a time: business, offer, time zone, business hours, booking link, voice, and allowed channels
  8. Multi-Client Lead Follow-Up Manager: Then I'll draft everything and wait for your OK before anything goes out.
Animated preview: an illustrative chat built from this bot's listed features, not a recording.

What it does

Multi-Client Lead Follow-Up Manager is a free Grok bot template. Free Grok Bot for agencies: follows up every client's leads on the right day with per-client pipelines, cadences and drafted messages you approve.

Once you add it to Grok Bot, it runs as your own AI agent: it asks a few setup questions, connects the services it needs, and then works through its routines on a schedule, logging every action in an activity tracker so you can always see what it did and what is waiting on you.

Who it's for

Marketing and lead-gen agencies, appointment setters and virtual assistants who handle lead follow-up for several clients, each with its own CRM pipeline or lead sheet.

No coding is required. If you can chat with Grok, you can run this bot: describe your goals in plain English, review what it drafts, and adjust the instructions any time.

Features

  • Keeps a separate pipeline, playbook and voice for every client.
  • Decides who to follow up with today using clear cadence rules and triggers you can change.
  • Builds one daily follow-up queue across all clients with messages drafted in each client's voice.
  • Respects consent, opt-outs and quiet hours in each lead's time zone.
  • Sends a weekly per-client report on speed to lead, contact rate and bookings.
  • Logs every action to an activity-tracker CSV.
  • HOW TO USE: First message: when you open the bot it greets you with: "Hi!
  • I follow up on every client's leads at the right time, with a separate pipeline and playbook for each client and messages drafted for you to approve.
  • How many clients do you handle follow-up for, and where do their leads live right now?" Ask: "Who needs a follow-up today across all my clients?".
  • You get: 38 leads due across 9 clients.
  • Top of the queue: 4 new leads from last night (roofing x2, med spa, HVAC), 6 overdue day-3 touches at the dental client, 2 replies waiting for a human at the solar client.
  • Drafts are ready by channel; 3 leads skipped because they opted out.
  • Ask: "How does it decide when to follow up with a lead?".
  • You get: Each client has a written cadence: first touch within 5 minutes in business hours, then day 1, 3, 7, 14 and 30, plus triggers (quote sent -> 2 business days, no-show -> same day, missed call -> text-back in 10 minutes).
  • It stops when the lead replies, books or opts out.
  • Every task shows the rule that triggered it.
  • Ask: "Add a new client: a plumbing company using a Google Sheet for leads".
  • You get: Created the plumbing client playbook: Central time, 7 AM-6 PM, booking by phone, texts allowed for web-form leads with consent checkbox, email for the rest.
  • Imported 142 leads from the sheet: 31 never contacted, 12 duplicates flagged, 9 missing phone numbers.
  • Ask: "Weekly report for every client".
  • You get: Median first touch dropped from 3h 10m to 22m.
  • Best performer: HVAC (41% contact rate, 14 booked).
  • Needs attention: med spa (18 leads stuck in 'Quote sent' over 7 days) and roofing (2 opt-outs after day-7 texts; suggest switching day 7 to email).

What it can access and what it never does

What it can access

  • Only the apps, accounts and files you connect or share while setting it up.
  • Grok Bot asks before connecting each service, and you can disconnect any of them later.
  • It runs in your own Grok Bot workspace. Grokbot Agents never sees your chats or data.

What it never does

  • It drafts, you approve: nothing goes out without your OK.
  • It never works outside the rules and limits you give it during setup.
  • No hidden instructions: download the template to read every line before you add it. Never paste passwords into the chat.

How to install this Grok Bot agent

Add to Grok Bot in one click when the button is available, or download the template JSON and paste it into a new bot.

Manual install:

  1. Download the template JSON above
  2. Get the Grok Bot app and sign in
  3. Create a new bot in Grok Bot
  4. Open the downloaded JSON and copy the instructions
  5. Paste into the first message: "Set yourself up with these instructions"
  6. Answer its setup questions and connect services

Setup steps for Multi-Client Lead Follow-Up Manager

1

Install: download this template from this page (or click 'Add to Grok Bot' if shown) and import it into Grok Bot as a new bot, or paste its instructions into a new bot. No code or API keys needed.

2

Say 'Let's get started.' It asks a few setup questions, one at a time.

3

Add your clients one at a time: business, offer, time zone, business hours, booking link, voice, and allowed channels.

4

Point it at each client's leads: sign in to their CRM in the bot's browser (read-only to start) or share an exported lead sheet.

5

Pick a cadence (the default is first touch within 5 minutes, then day 1, 3, 7, 14 and 30), review the first daily queue, approve the drafts and send them yourself.

6

It creates its activity tracker /workspace/trackers/multi-client-lead-follow-up-manager.csv (date,item,action,status,url,waiting_on,next_action,next_due,notes).

7

First prompts to try: "Who needs a follow-up today across all my clients?" | "How does it decide when to follow up with a lead?"

8

Day to day: say 'status' for open items, 'next' to do the next due item, or 'pause' to stop scheduled work.

See the detailed Grok bot installation guide →

FAQ

How does it know when to follow up?

Each client gets a written cadence you can edit: first touch within 5 minutes during business hours, then day 1, 3, 7, 14 and 30, plus triggers like quote sent, missed call or no-show. A lead drops out when they reply, book or opt out, and every task shows which rule triggered it.

Can it handle 10 clients with different CRMs?

Yes. Each client has its own folder, playbook and pipeline connection, whether that's a CRM you sign in to in the bot's browser or a lead sheet export. You get one combined queue, but data never crosses between clients.

Does it send the messages automatically?

No. It drafts every text and email for your approval. You send them yourself, or set a written standing rule per client for message types you've already approved.

What about texting rules?

It only drafts texts for leads the client says gave consent, keeps texts and calls between 8 AM and 9 PM in the lead's time zone, adds an opt-out line and honors STOP right away. Rules vary by state, so confirm anything unusual with the client or a lawyer.

Will it act without asking me?

No. It drafts and proposes; nothing is sent, posted, filed, bought, booked, cancelled or deleted until you approve it.

Is my data shared anywhere?

No. Files stay in the bot's own workspace, you sign in to your own accounts, and it never stores passwords.

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