You hired us so the technology would not be your job. This guide keeps that promise: it explains the system in plain words, so a walkthrough sticks and a busy week can't shake it loose.
Keep it on your phone for the first two weeks. Sections 1 and 4 are the 80%: answer fast when the app buzzes, and let the automations do the chasing.
1Your first day
Three setup steps, then the five habits that make the whole system pay off.
Download the app
Search "Lead Connector" in the App Store or Google Play and install it. That one app is your whole system on the go.
Sign in from your invite
We send your login by email. Open it on your phone, tap the sign-in link, and set your password. If the app asks which account — pick yours.
Allow notifications
Say yes when the app asks. The buzz in your pocket is the system telling you a lead needs a human — that speed is where the money is.
The five things that matter
- Answer the buzz.When a new lead or reply comes in, open Conversations and respond. Leads go with whoever answers first — the system gets you there first, you close the deal.
- Reply from the app, not your personal phone.App replies come from your business number and email, keep the record complete, and keep you compliant.
- Let the automations chase; you take the live ones.Follow-ups, reminders, and review asks send themselves. The moment a real person replies, the sequence stops and it's your conversation.
- Glance at Calendars each evening.Tomorrow's appointments are already confirmed and reminded automatically. You just show up.
- When in doubt, do nothing — then ask us.The system keeps working without you. Nothing in the app can be broken by looking at it. Questions go to one person (bottom of this guide).
2The app, screen by screen
Your phone app is called Lead Connector. The bottom bar carries the screens you'll live in — Home, Conversations, Calendars, and Contacts, plus one more that varies with your setup — and the menu holds the rest. Every screen: what it does, why you'd tap it, what happens next.
Homebottom bar
- What it is
- Your notification feed. New leads, new replies, booked appointments, and anything that needs your attention land here the moment they happen.
- Why you'd tap it
- It's the first screen you see when you open the app — a 10-second scan tells you whether anything needs you right now.
- What happens next
- Tap any notification and the app takes you straight to that conversation, contact, or appointment. If you belong to more than one account, a selector at the top switches between them.
Conversationsbottom bar
- What it is
- Every text and email with every contact, in one inbox — including the messages the system sent automatically on your behalf. Filter tabs at the top switch between Unread, Recent, and All; the magnifying glass searches; the + button starts a new text or email.
- Why you'd tap it
- A lead replied. This is where you answer — from your business number and business email, not your personal ones.
- What happens next
- Your reply goes out instantly, the full thread stays on record, and any automatic follow-up sequence for that person pauses — the system never talks over a live human conversation.
Your account: Messages send from your registered business number, so they arrive looking like your business — not an unknown cell.
Calendarsbottom bar
- What it is
- Every appointment, in every calendar you run. A dropdown at the top switches calendars if you have more than one. You can book someone in, reschedule, or block out personal time so nobody can book over it.
- Why you'd tap it
- Check tomorrow's appointments each evening; block time before it gets booked.
- What happens next
- Appointments you add here behave exactly like self-booked ones — confirmations and reminders fire automatically once those are live.
Contactsbottom bar
- What it is
- Your whole book of business. Search with the magnifying glass; add someone new with +. Each person's record has four tabs — Contact (details, tags, and which automations they're in), Notes, Tasks, and Appointments.
- Why you'd tap it
- Open a contact before you call — the whole history (every message, note, and appointment) is one screen.
- What happens next
- Anyone you add is instantly part of the system: tagged, tracked, and eligible for the right automations. Meet someone in person? Add them here on the spot.
Opportunitiesmenu
- What it is
- Your deal board — every open opportunity laid out by pipeline stage, so you can see exactly where each one stands and move it forward as things progress.
- Why you'd tap it
- The one-glance answer to "what's in the works and what's stuck?"
- What happens next
- Moving a card to a new stage can wake up stage-specific automations (that's by design — the board is the system's map of your business).
Your account: Your pipeline stages are set up to match how your business actually wins work — they're listed in section 3.
Reviewsbottom bar or menu (varies by setup)
- What it is
- Your online reputation in one place: see reviews as they come in, and send a review invite by text with the + button — the invite text and link are pre-written for you.
- Why you'd tap it
- You just finished a great job or visit. Send the invite while the goodwill is fresh — it takes one tap.
- What happens next
- The contact gets a short text with your review link. Replies and new reviews show up here.
Payments & Invoicesmenu (or bottom bar where enabled)
- What it is
- Create and send a one-time or recurring invoice with the + button, and — where in-person payments are enabled — take payment on the spot by card, tap-to-pay, or cash from the point-of-sale screen.
- Why you'd tap it
- Invoice from the job site instead of "when I'm back at the desk."
- What happens next
- The invoice lands in the contact's email/text thread, its status (sent, viewed, paid) tracks itself, and payments log against the contact.
Your account: If invoicing isn't part of your setup yet, you can ignore this screen — it does nothing until we switch it on together.
Tasksmenu
- What it is
- Your to-do list. Some tasks you make yourself; the important ones the system creates for you — like "call this new lead now" — with the contact attached.
- Why you'd tap it
- When the system needs a human (you), this is where it says so.
- What happens next
- Tap the task, do the thing, check it off. Tasks stay attached to the contact so the history survives.
Quick actionsthe lightning bolt, available throughout the app
- What it is
- The shortcut button: make a call, send a text or email, add a contact, or book an appointment from anywhere in the app without hunting for the right screen.
- Why you'd tap it
- You're mid-errand and need to log a new lead or fire off a booking in under 30 seconds.
- What happens next
- Whatever you create lands in the right place — the call is logged, the contact is saved, the appointment is on the calendar.
Menu & settingsmenu icon
- What it is
- App preferences — dark or light mode, language — plus the sections above that don't live on the bottom bar.
- Why you'd tap it
- Cosmetics and comfort. Nothing in here can break your system.
- What happens next
- Account settings, numbers, and automations are managed for you — you never need to configure anything in the app. If something looks wrong, message us instead of digging through settings.
3What's working for you automatically
These are the standard automations installed with your system — each listed by the name you'll see in your account, with what it does and the (small) part that's yours.
On running now
Test mode built; fires only at internal test contacts until launch
Planned on the build list
Speed to lead Test mode W1 · speed-to-lead
- What it does
- The instant someone submits your form, they get a text and an email back from you, and a "call them now" task lands on your list — all within seconds.
- Why it exists
- Reaching a lead in the first five minutes roughly doubles your odds of a conversation. Speed beats brand: people go with whoever answers first.
- What you'll see
- A notification and a task with the lead's details; the sent text and email in their conversation thread.
- What you do
- Make the call while they're still looking at their phone.
Missed-call text-back Test mode W2 · missed-call-text-back
- What it does
- If a call to your business number goes unanswered, the caller gets a text within about 30 seconds — "sorry we missed you, how can we help?" — with your booking link.
- Why it exists
- The inbound caller is the highest-intent lead you have. This catches the ones that used to vanish into voicemail.
- What you'll see
- An alert that you missed a call, plus the caller already texting back in Conversations.
- What you do
- Reply or return the call when you're free — the text already bought you the time.
New-lead nurture Test mode W3 · new-lead-nurture
- What it does
- A polite, week-long check-in sequence for new leads: a value email, a soft text, proof, then a direct invitation to book.
- Why it exists
- Most leads need more than one touch. This does the touching without you remembering anyone.
- What you'll see
- The sent messages in each lead's thread.
- What you do
- Nothing — unless they reply, and then it's all you (the sequence stops itself).
Appointment confirmations & reminders Test mode W4 · appointment-reminder
- What it does
- Book an appointment and the contact instantly gets a confirmation; reminders ahead of the appointment cut no-shows.
- Why it exists
- A reminder the day before measurably lifts show-rates — double-digit improvement in real tests.
- What you'll see
- Confirmations and reminders in the contact's thread.
- What you do
- Just show up to your own appointment.
No-show recovery Test mode W5 · no-show-recovery
- What it does
- Someone misses their appointment? They get a friendly "life happens — grab a new time" text and email over the next couple of days.
- Why it exists
- A no-show usually isn't a no. Recovering even a few pays for the whole system.
- What you'll see
- The recovery messages in their thread; a heads-up task for you.
- What you do
- Nothing, unless they reply or rebook.
Review engine Test mode W6 · review-request
- What it does
- After a job well done, the customer gets a short text (then an email nudge) asking for a review, with your review link.
- Why it exists
- Reviews compound: they build trust, make ads cheaper, and bring repeat business.
- What you'll see
- Review requests going out; new reviews appearing on the Reviews screen.
- What you do
- Keep doing work worth five stars.
Database reactivation Test mode W7 · database-reactivation
- What it does
- A deliberate, campaign-by-campaign message to past customers who've gone quiet, with an offer and a reply-YES mechanic. Runs only when we launch it together — never on its own.
- Why it exists
- Your existing list is the cheapest revenue you own. This wakes it up carefully, in small batches.
- What you'll see
- Replies from people you haven't heard from in months.
- What you do
- Handle the YES replies — they're warm.
Long-term nurture Test mode W8 · long-term-nurture
- What it does
- People who never booked don't get deleted — they get a monthly value email and an occasional check-in text, indefinitely, until they're ready.
- Why it exists
- "Not now" usually means not now. Staying politely present wins the slow ones.
- What you'll see
- Occasional replies from long-quiet leads.
- What you do
- Take the conversation when it comes.
Instant reply acknowledgment (text) Test mode W9 · inbound-ack-sms
- What it does
- Anyone who texts your business number gets an immediate acknowledgment with your business name and when to expect a real reply.
- Why it exists
- An unacknowledged inbound message is the #1 silent leak. This plugs it.
- What you'll see
- The acknowledgment at the top of new inbound threads.
- What you do
- Reply for real when you can — the ack bought you the grace period.
Instant reply acknowledgment (email) Test mode W10 · inbound-ack-email
- What it does
- The email twin: inbound emails get an instant, branded acknowledgment.
- Why it exists
- Same leak, other channel.
- What you'll see
- The acknowledgment in the email thread.
- What you do
- Reply for real when you can.
Reply & opt-out router Test mode W11 · reply-dnd-router
- What it does
- Reads every reply. STOP instantly ends all messaging to that person and records it. HELP sends your contact info. A YES gets flagged hot and routed to you. Everything else pauses the automations and hands you the conversation.
- Why it exists
- This is the safety net that makes every other automation polite and legal.
- What you'll see
- Mostly nothing — it works silently. Hot-lead alerts when someone says YES.
- What you do
- Nothing. This one runs itself.
4When a lead comes in
The day-in-the-life view: what the system does and where you come in.
A new lead comes in
They submit your form (or call, or text)
The system captures them as a contact, tags where they came from, and puts them on your board.
Seconds later: automatic first touch
Text + email go out; a call task lands on your list; you get the buzz.
You call
Ideally within five minutes. The system already told them to expect it.
No answer? The nurture takes over
A week of polite follow-ups, stopping instantly if they reply or book.
They book
Confirmation and reminders handle themselves. You see it on Calendars.
You miss a call
The text-back fires
Within about 30 seconds, the caller gets an apology text with your booking link.
You get an alert
With the caller's number, in the app.
You reply or call back
From Conversations, whenever you surface. Most callers wait when they've been acknowledged.
After the job is done
The review ask goes out
A short text a few hours later, while the goodwill is warm; an email nudge if the link goes unclicked.
The review lands
You'll see it on the Reviews screen.
The relationship continues
Long-term nurture keeps you politely present for next time — and for referrals.
5Things you never have to worry about
Handled by the system, checked by your operator. Off your plate.
- Opt-outs and "STOP"If anyone replies STOP, the system instantly stops all messaging to them, confirms their opt-out, and keeps the record. You never have to track who unsubscribed.
- Late-night messagesCustomer-facing messages run inside a daytime send window. The system does not text people in the middle of the night.
- Legal fine printEvery automatic message identifies the business and carries the required opt-out language. The wording matches what carriers approved for your number.
- Losing the paper trailEvery call, text, email, note, task, and appointment is logged on the contact's record automatically. Nothing lives only in someone's head or personal phone.
- Leads slipping through cracksEvery lead gets an instant response and a scheduled follow-up path. If a human needs to act, the system creates the task and tells you.
- Something breaking quietlyYour setup is versioned — changes can be rolled back — and your operator monitors the system's health. Problems get fixed behind the scenes, usually before you notice.
- Messaging people who never agreed to itContacts only enter marketing sequences with consent on record, captured through your forms and kept on their contact record.
6Common questions
Do I have to do anything for the automatic messages to go out?
No. Once live, they trigger themselves. Your part is the live conversations and the tasks the system hands you.
What does "test mode" mean next to an automation?
It's fully built and has passed real end-to-end tests against internal test contacts. It flips on for real contacts at launch — that flip is a deliberate go-live step, never an accident.
What happens when someone replies STOP?
All messaging to them stops instantly and permanently, the opt-out is recorded, and they get one confirmation. You don't have to do anything.
Can I text leads from my personal phone instead?
Please don't — those messages bypass the record, the compliance language, and the business number people recognize. The app is just as fast.
Will the system ever message someone without my okay?
Nothing goes live without your explicit go-live approval. During setup, every message fires only at internal test contacts.
How do I add someone I met in person?
Contacts → the + button (or the lightning bolt from anywhere). Name and phone number is enough — the system takes it from there.
What if I want to change what a message says?
Tell us what you'd like it to say — we change it, test it, and confirm it. You never have to edit automations yourself.
Words you'll see
- Contact — A person in your system — lead, customer, or partner — with their full history attached.
- Conversation — The running thread of texts and emails with one contact, all channels in one view.
- Workflow (automation) — A pre-built "when this happens, do that" recipe — e.g. when a form is submitted, send a text and create a task. The workhorses of your system.
- Pipeline & opportunity — The pipeline is your deal board's set of stages; an opportunity is one deal moving across it.
- Tag — A label on a contact (like "new lead") that tells the system — and you — what they are and which automations apply.
- Task — A to-do, often created by the system for you, attached to a contact.
- Test mode — The automation is fully built and has passed live tests against internal test contacts — it just isn't pointed at real people until launch day.
- A2P registration — Carrier approval to send business text messages from your number. Yours is approved — it's why your texts deliver reliably instead of getting filtered as spam.
- Quiet hours — The window when the system won't send customer-facing texts.
Questions? One person to contact.
John Alvarado — Alvarado.ai — your system operator
Email: john@alvarado.ai
Call or text: (843) 503-0665
Anything in this guide, anything in the app, anything that looks off — send it over. That's what we're here for.