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Sales & recruitment · WhatsApp automation

Client project

Trust Marketing

A sales floor that keeps itself sharp: standings, lead follow-up, and planning run fully automatically.

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Trust MarketingWorkflow illustration

From lead to follow-up

24 hrslead follow-up
45automations
  1. 01New lead received
  2. 02Assigned to a recruiter
  3. 03Follow-up through WhatsApp
  4. 04Report updated automatically

At a glance

Client
Trust Marketing
Sector
Sales & recruitment · WhatsApp automation
Our role
Process automation, WhatsApp integrations, reporting
Timeline
Ongoing
Team
Elusive, automation
Status
Live in production
1 fte
of manual work per branch the automations took over
100%
of leads called within 24 hours, was 50%
30 min
reporting a week for every branch, was 1-2 hours a day each

See the product

The Trust Marketing team
The Trust Marketing teamSelect the image to enlarge ↗

The challenge

What was going on

Trust Marketing runs street and fundraising campaigns from multiple locations. Coordinating it was largely manual: calling around for standings, chasing leads, and mailing out planning.

That manual work cost time, always lagged behind, and differed slightly per location. The steering that a sales floor needs during the day itself was missing.

Our approach

How we tackled it

We moved the daily coordination into one layer of automations that takes over the steering exactly when it counts.

  1. Map each location

    Captured how each location works, from standings to planning, so the automation fits the way they actually operate.

  2. Everything on one server

    Around 45 automations connected on a single server, so steering, follow-up, and reporting all run from one place.

  3. Steering in WhatsApp

    Standings and milestones appear automatically in the team group, right where the team already works.

  4. Reporting that writes itself

    Monthly PDF reports per location and daily coaching prompts for management, with no manual work.

Step by step

From the old way of working to the new

  1. Step

    Standings

    Before

    Standings were phoned in per location.

    Now

    Standings and milestones appear in the WhatsApp team group every 30 minutes, on their own.

  2. Step

    Lead follow-up

    Before

    Leads were chased by hand. Half were called within a day, some never at all.

    Now

    Leads are assigned automatically and checked daily. Every lead is called within 24 hours.

  3. Step

    Planning

    Before

    Plans were sent round by email.

    Now

    Teams, drivers and weather-dependent locations are planned automatically, straight into Google Sheets.

  4. Step

    Reporting

    Before

    Reporting took 1 to 2 hours a day per location.

    Now

    PDF reports per location write themselves. What remains is 30 minutes a week for all locations.

What we built

The system

01 / 06

Real-time sales standings

Standings and milestones in the team group, every 30 minutes, fully automatic.

02 / 06

Lead follow-up

Automatic assignment to recruiters, a daily not-yet-called check, and win-back to dormant leads.

03 / 06

Recruitment planning

Fully automated planning of teams, drivers, and weather-dependent locations, straight into Google Sheets.

04 / 06

Reporting and coaching

Monthly PDF reports per location plus daily coaching prompts for management.

05 / 06

Management information brought together

The weekly management report combines sales and recruitment by branch. Figures are compared with the previous week and four-week average, with attention points at the top. The report becomes a starting point for discussion rather than a collection of exports.

06 / 06

Follow-up around recruitment

Automations support new-lead alerts, call attempts, appointment confirmation and identifying leads awaiting follow-up. The workflow connects to existing data sources rather than relying on informal reminders.

The outcome

Where it stands

The daily calling around, chasing, and mailing is largely replaced by automations that appear on their own at the right moment.

The sales floor keeps itself sharp: the team sees its standings live and management gets the numbers without asking. Where half the leads used to be called within a day and some never at all, every lead is now called within 24 hours.

Automation works best when nobody has to think about it. At Trust it steers the team every day, quietly in the background.
Elusive Innovations
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