For each type of inquiry, name the staff owner, expected reply time, next step, and the one place where the team will keep the final information.
Step 5 of 6
Make sure every message reaches a real person.
The website helps only when someone sees each new inquiry, knows who should answer it, and follows up on time.
Counting messages is not useful if nobody answers them or notices when one fails to arrive.
Start with the dashboard, inbox, or agency/customer system the team already uses.
Choose the lightest useful process
Start with the tools the team already has.
Use the current dashboard, inbox, and free tools. Recommended
Name the owner, use simple stages such as new, contacted, quoted, and closed, agree on a reply time, and add an alert if a message does not arrive.
Choose and continue$0–$20/month: current tools plus optional email or scheduling
Connect the agency system Fadaie already uses.
If the current agency system or customer follow-up system can receive inquiries reliably, keep it as the one agreed place for the final information.
Choose and continue$20–$150/month: varies by provider, users, and automation
Add a larger lead system only after a real need appears.
Appointment scheduling, special phone numbers that identify an ad, text messages, and another customer system should solve a problem we can see happening—not create duplicate inboxes.
Choose and continue$150–$600/month: rises with staff, calls, texts, and reporting
What Fadaie needs to decide
We need four answers before we can finish this part.
- Who receives personal, commercial, service, claim, and franchise inquiries?
- How quickly should each type receive a response?
- Which one system should hold the final information?
- Who checks when an alert or system connection fails?
Privacy comes first.
Confirmation emails and staff alerts should never include sensitive claim details. Claim files stay private, limited to approved people, and separate from ordinary sales inquiries.