Using Sales Cadences to Follow Up with Leads in BookLive

Sales Cadences in BookLive give you a structured, repeatable way to follow up with leads and clients over time. Instead of trying to remember who to contact and when, you define a sequence of outreach steps once — then let BookLive track exactly where each person is in your process.

Before You Begin #

• Sales Cadences are accessed under Gig Vault in your group’s left sidebar.
• Clients must be added to your BookLive contact list before you can enroll them in a cadence.
• Each cadence is specific to one act/group — if you manage multiple groups, you’ll create cadences separately for each.

Step 1: Open Sales Cadences #

From your group dashboard, click Gig Vault in the left sidebar, then click Sales Cadences in the expanded menu. You’ll see a list of all cadences you’ve created, along with stats for Total Enrollments, Successful Completions, and Current Enrollments.

Step 2: Create a New Cadence #

If you don’t have any cadences yet, BookLive will offer to import a set of default Gig Vault cadences built for common outreach scenarios. Click Import Gig Vault Cadences to get started instantly, or click New Cadence to build one from scratch.

When creating a cadence, fill in:

• Name — describe the type of contact (e.g., “Wedding Planner Outreach”)
• Goal — what you’re trying to achieve (e.g., “Get on their preferred vendor list”)

Each cadence should be designed for one type of person with one specific goal. This keeps your follow-up focused and your stats meaningful.

Step 3: Add Steps to Your Cadence #

Click into your new cadence, then click Add Step to define the first touch in your outreach sequence. For each step, you’ll configure:

1. Step Number — BookLive auto-increments this, but you can adjust it to reorder steps.
2. Step Delay — how long to wait after the previous step before this step is due. Set the number and choose minutes, hours, or days.
3. Action — a short description of what you’ll do at this step (e.g., “Send intro email,” “Follow up call,” “Connect on LinkedIn”).
4. Contact Method — the channel you’ll use (e.g., email, phone, in-person).
5. Loop Back To Step — check this box if you want the cadence to repeat after a certain point. Select the step to loop back to once this step is completed.

Click Save to add the step. Repeat for each step in your sequence.

Step 4: Attach Email Templates to Steps (Optional) #

For any step that involves sending an email, you can attach a template to make execution faster. Click the + icon in the Template column for that step, then choose:

• Create New Template — write a new email template specifically for this step
• Choose Existing Template — select from your existing email templates

When the step comes due on a client, you’ll be able to view and personalize the template before sending.

Step 5: Enroll a Client in a Cadence #

Once your cadence is built, go to the client you want to follow up with. Open their client record and find the Enroll in Sales Cadence button. Click it and select the cadence from the dropdown list.

BookLive will immediately assign the client their first step and calculate a due date based on the step delay you configured. You’ll see the current cadence name and next step displayed right on the client record.

Step 6: Work Through Your Steps #

When a step comes due, open the client record and click on the Next Step dropdown. You have several options:

• View Template — if the step has an attached template, view and personalize it before sending
• Mark Complete — log that you completed this step and advance the client to the next one
• Skip Step — skip this step and move to the next one (BookLive adds a note to the client record)
• Change Due Date — adjust when the current step is due
• Custom Next Step — override the cadence’s next step with a one-off action and due date

Marking a step complete automatically moves the client to the next step in the cadence and recalculates the due date.

Step 7: Remove a Client from a Cadence #

When a client books a gig, declines, or you’ve decided to stop following up, open the cadence name dropdown on their client record and click Remove from Cadence. BookLive will ask whether this was a successful outcome — marking it as successful logs a win against the cadence’s stats, which helps you evaluate what’s working.

Cloning a Cadence #

To create a variation of an existing cadence without starting from scratch, click the copy icon on the cadence list. BookLive will duplicate the cadence and all its steps, which you can then edit independently.

Tips & Notes #

• Keep your cadence goal narrow — “Book a call” or “Get on their preferred vendor list” works better than a vague outcome like “Build relationship.”
• Shorter step delays (2–5 days) work well for active leads; longer gaps (1–2 weeks) suit long-term nurture sequences.
• The loop feature is useful for recurring check-ins — for example, looping back to Step 3 every 30 days for contacts you want to stay in front of without starting the full sequence over.
• The cadence stats (Total Enrollments, Successful Completions, Current Enrollments) on the main Sales Cadences page help you gauge which cadences are converting and which may need adjustment.
• Sales Cadences also work with Partnerships in Gig Vault — the same enrollment flow applies to venues and planners you’re building relationships with.

Related Articles #

• Reviewing Your Area Sweep Results in BookLive
• Customizing Your Event Research Preferences in BookLive