Aaptly lead management
Someone calls, sends a message, or asks for a quote. Aaptly keeps the request and conversation together, shows who needs your reply, and helps your team follow through.
The customer’s actual request.
Missed calls and unfinished conversations.
A clear next action for your team.
Aaptly sets up the forms, connections, and routing.
Your team handles the answers that need a person.
Our heating is running, but the upstairs rooms stay cold. Could someone call me about a service visit?
The customer’s own words, contact details, and source.
Lead follow-up for HVACFrom first contact to an answer
A name and phone number are a start. Your team also needs the request, the conversation so far, and a clear reason to call or write back.
Keep the customer’s original website inquiry, contact details, and available source information. Bring supported calls and connected messages into the conversation history.
See the actual request, including the service, location, and timing the customer supplied. A short preview should never be all you have to work with.
Start with people waiting for your team: new questions, missed calls, callback requests, replies that did not send, and drafts needing review.
Needs you, Waiting on them, Older, and Done separate the next actions. Older unanswered inquiries remain available for follow-up.
A short summary draws on the request, messages, and available call transcripts. It helps you find the service needed, the stated timing, and the question still open.
Open the original conversation for the full context. A vendor pitch, job application, or wrong number should be distinguishable from a customer inquiry.
Read the conversation, send your reply through an available channel, or call the person back. Review, edit, or dismiss suggested replies before sending.
Reply options depend on the contact details, permissions, and connected accounts. A failed send stays visible so the team can follow up.
See who called, whether your team or Aaptly answered, the recorded outcome, and available conversation details. An AI-answered call can still need a person to call back.
Missed-call text-back and other recovery options depend on the agreed phone and messaging setup. Your team handles questions and commitments that need a person.
Mark the conversation Done, Became a customer, Not a customer, or Spam. Keep the history available, and reopen a conversation when there is more to do.
A reply, a customer outcome, a booking, and a payment are different records. Recording an outcome does not establish revenue or prove which campaign caused it.
Open Leads. Start here.
See what each person wants and why they need attention. A reply changes who is waiting; a recorded outcome closes the loop on the inquiry.
Sample conversationsAaptly answered the heating inquiry. Your team still needs to discuss the visit.
Your team asked for the vehicle’s mileage. The customer has not replied.
A garden estimate inquiry has been waiting more than two weeks.
The business recorded Became a customer. The conversation is still available.
Where customers contact you
We agree which sources belong in your setup, connect the supported accounts, and test both the incoming request and the way your team replies.
Keep the form submission, customer details, and available page or campaign source. We set up and test the form’s delivery into Leads.
Keep call outcomes and supported SMS follow-up with the conversation. We confirm your number, consent requirements, and messaging arrangement.
Read and continue supported conversations with the customer’s history available. We check the mailbox, chat setup, and reply options.
Review supported Instagram, Messenger, and WhatsApp inquiries. We check account access, reply windows, and whether the reply happens in Aaptly or the original app.
Channels, message types, automation, team access, usage, and fees depend on your agreed service. We verify the exact setup before making it part of your customer follow-up.
Discuss your channelsThe conversation is still open
The receptionist can collect the request while you are busy. Leads keeps the next step visible when it needs your team’s knowledge or decision.
“The upstairs rooms stay cold. Could someone call me about a service visit?”
No visit has been confirmed in this example.
Review the request and available call summary, transcript, or recording. The customer should not have to repeat the whole story.
A receptionist handoff saves a request for a person and can alert the configured contact. Your team calls back or replies through an available channel.
A suggested reply needs a decision. A message that did not send needs another attempt or a permitted way to reach the person.
Follow-up for your kind of business
Choose any of the 34 business types in the preview. The business, inquiry, summary, team reply, and outcome change together. Your live setup uses your actual services and customer conversations.
HVACPlumbersElectriciansRoofersLandscapingCleaning ServicesPest ControlLocksmithsGarage Door CompaniesAppliance RepairHandyman ServicesPaintersCarpet CleanersPool ServiceMoving Companies
Keep the job, property, photos, service area, and requested timing together. Follow up on estimates, site visits, and missed calls; the team confirms scope and availability.
Med Spas
Follow up on consultation requests and questions about visiting the practice. Your clinical team handles suitability and treatment decisions.
Hair SalonsNail SalonsLash & Brow StudiosDay SpasMassage Therapy
Track new-client inquiries, color consultations, service combinations, and preferred times. Give the stylist the details before replying.
DentistsDermatologistsChiropractorsPhysical Therapy
Keep new-patient and referral inquiries visible until the practice responds. Registration and scheduling questions go to staff; clinical advice stays with qualified practitioners.
Attorneys & Law Firms
Capture the general inquiry and stated deadline for the intake team. The firm handles conflict checks, advice, and deciding whether to accept the matter.
Auto Repair
Keep the vehicle, reported problem, requested service, and callback together. The workshop confirms diagnosis, estimates, and repair timing.
Gyms & Fitness CentersYoga StudiosPersonal Trainers
Follow up on tours, beginner-class questions, and coaching introductions. See who is considering a first visit and who has already heard from the team.
Pet GroomersVeterinarians
Keep the pet, requested service, and owner’s questions with the conversation. Grooming inquiries go to the groomer; veterinary questions go to the practice.
Barbershops
Handle first visits, haircut questions, barber preferences, and requests for a time. Follow up with the shop’s actual service and availability information.
Tattoo Studios
Keep design ideas, placement, references, and consultation requests together. Your artists decide suitability, price, and session length before committing.
Getting started
Bring your business information and the people responsible for customer inquiries. Aaptly handles the technical setup, tests, and agreed maintenance.
Review your website, number, inboxes, service questions, team access, and the person responsible for replies and callbacks.
We configure the supported channels, forms, routing, and alerts. Test an inquiry, a reply, a missed call, and a request for a person.
Open Needs you, review a conversation, answer the customer, and record the outcome. Tell us when staff, hours, or services change.
You approve business facts and grant account access when required. Your team handles estimates, clinical or legal questions, availability commitments, and customer decisions.
Plan your follow-up setupBefore you start
We review your existing setup and agree which forms, calls, and messages should reach Aaptly. A new website is not always needed. Existing phone numbers may use a supported forwarding arrangement. Aaptly handles the technical setup and testing; you grant access or authorization where required.
Website requests, call records, SMS, email, web chat, and supported connected social messages can appear according to your setup. We verify the exact accounts, reply options, permissions, and service scope before launch. An account connection does not mean every channel or message type is supported.
Needs you shows inquiries requiring a person, including missed calls, callback requests, unanswered messages, drafts, and replies that failed. Waiting on them separates conversations your team has answered. Older keeps unanswered inquiries that have been waiting more than two weeks. Done holds handled and closed conversations.
Sometimes. Answering the phone and resolving the customer’s request are different things. If the caller asked for a person or the conversation still requires follow-up, it can appear under Needs you. Your team can review the call details and continue from there.
Suggested replies can be reviewed, edited, or dismissed before sending. Available automatic replies, AI handling, and missed-call recovery use the agreed configuration. We confirm what can send automatically and what needs a person. A reply draft is not a sent message.
The failed reply remains visible. The next step depends on the reason: retry when appropriate, wait for the customer to reopen a supported social reply window, or use another permitted contact method. Aaptly handles connection problems; your team handles the customer’s question.
Yes. Your team can record Became a customer or Not a customer and retain the conversation history. These are recorded business outcomes. A booking, payment, revenue amount, or campaign attribution needs its own supporting record; it is not inferred from a sent reply.
Aaptly handles the agreed forms, channel connections, routing, alerts, technical testing, and maintenance. You provide business information, account authorization when required, and the people responsible for follow-up. Your team answers questions needing its judgment and records the outcome. Channels, automation, access, usage, and fees are agreed before setup.
Start with the inquiries you receive
We’ll look at where it arrives, who answers, and what happens when someone is still waiting.
Book a lead management walkthrough