Prepare your CSV file
Export your contacts from your CRM or phone. Your CSV needs at minimum: Name and Email (or Phone for SMS-only leads). Optional columns: lead_type (new_lead / past_client / sphere), phone.
Go to Contacts → Import
In your dashboard, click the Contacts tab in the top nav. Click "Import CSV". Drag your file into the drop zone or click to browse.
Map columns & import
NurtureFlow auto-detects common column names. Review the preview, confirm the mapping, then click Import. You'll see a count of how many contacts were added.
Contacts auto-enroll in a sequence
On import, each contact is matched to a default sequence based on their lead_type. Three built-in cadences cover New Lead, Past Client, and Sphere of Influence. Follow-ups are automatically scheduled.
Send or skip follow-ups from the Dashboard
Head back to the Dashboard tab. Upcoming follow-ups appear in a list. Click Send to fire the message now, or Skip to pass on that touch point.
Open the Script Library
Click the 📚 Script Library tab (highlighted in orange in the top nav). You'll see a grid of pre-written scripts organized by category.
Filter by category
Use the category filter buttons at the top to narrow by type: First Contact, Follow-Up, Referral Ask, Market Update, and more. Or use the search bar to find scripts by keyword.
Preview a script
Click any script card to expand it and read the full message. Scripts include dynamic merge fields like {first_name} and {agent_name} — these are filled in automatically when the message sends.
Deploy to your sequence
Click "Add to Sequence" on any script. Choose the sequence and step position. The script becomes a new step in your sequence immediately — no copying and pasting.
Add your phone number in Account Settings
Go to your profile (top-right) → Account. Enter your Agent Phone number. This is used for SMS alert notifications sent to you when a lead replies.
Ensure your contacts have phone numbers
SMS steps only fire if a contact has a valid phone number. During CSV import, include a phone column. Contacts without phone numbers will skip SMS steps and continue to the next email step.
What leads see when they get a text
Your lead receives an SMS from the NurtureFlow Twilio number. The message reads naturally — no "sent via" footers. Merge fields like {first_name} are filled in so it feels personal.
Opt-outs are handled automatically
If a lead replies STOP or UNSUBSCRIBE, they're instantly flagged as opted out. All future SMS steps for that contact are skipped automatically. You'll see the opt-out badge in your Contacts list.
View inbound replies in the SMS tab
Click the 💬 SMS tab to see all sent and received messages. Replies from leads show up in real time. You'll also get an SMS alert on your own phone when a hot lead replies.
Open Sequences
Click the Sequences tab. You'll see your existing cadences — three built-in ones for New Lead, Past Client, and Sphere of Influence, plus any you've created.
Create a new sequence (optional)
Click "New Sequence". Give it a name and choose the lead type it applies to. A sequence without a lead type can be manually assigned to any contact.
Add or edit steps
Click into any sequence to see its steps. Each step has: Delay (days after the previous step), Channel (email or SMS), Subject, and Body.
Click "Add Step" to append a new message. Click a step to edit it inline.
{first_name}, {agent_name}, {booking_link}. They resolve at send time.Set the delay between steps
Each step's Delay (days) field controls how many days after the previous step this message fires. Step 1 fires 0 days after enrollment (immediately), Step 2 fires 3 days later, etc.
Toggle AI auto-responses (optional)
On the sequence settings, you can enable AI Auto-Response. When on, inbound SMS replies from contacts in this sequence get an automatic AI reply that sounds like you — professional, warm, and non-committal on pricing or showings.
The Contacts tab is your lead list
Click Contacts to see every imported lead. Each row shows name, email, phone, lead type, current sequence, and lead score.
Lead scores: 🔥 Hot · 🌡 Warm · ❄️ Cold
Every contact is automatically scored based on engagement:
🔥 Hot — replied to SMS in the last 7 days, or replied ever + touched recently, or 3+ follow-ups sent + recent activity
🌡 Warm — follow-up activity in 14 days, or active sequence
❄️ Cold — no recent activity
Filter by score
Use the score filter tabs above the contact list (All / 🔥 Hot / 🌡 Warm / ❄️ Cold) to focus on the leads most likely to convert. Hot leads appear first by default.
Hot-leads summary bar
At the top of the Contacts tab you'll see a summary bar showing how many 🔥 Hot leads need attention today. Click it to jump directly to the hot filter.
View a lead's full history
Click any contact row to open the detail panel. You'll see their full follow-up history, SMS log, score history, and which sequence step they're on.
Set your availability
Go to the 📅 Calendar tab → Availability section. Toggle which days of the week you're available. Set start/end time and your slot duration (e.g. 30 min). Choose your timezone.
Block off unavailable times
In the Blocked Times section, add vacation days or specific date ranges you're unavailable. Leads won't be able to book during blocked periods.
Your booking URL is auto-generated
Your public booking page lives at: nurtureflow.polsia.app/book/your-slug. Copy this link from the Calendar tab. Share it on your website, in emails, or anywhere leads reach you.
{booking_link} to any email or SMS template — it auto-inserts your personal booking URL when the message sends.How leads book
Leads land on your booking page and see a 3-step flow: Pick a date → Pick a time slot → Fill in their info. Double-booking is prevented automatically. They get a confirmation email + SMS with cancel/reschedule links.
You get notified instantly
When a lead books, you receive an SMS alert on your agent phone. The booking also appears in the Appointments section of your Calendar tab, where you can filter upcoming/past, mark complete, or cancel.
Open the Ad Creator tab
Click 📢 Ad Creator in the top navigation (pink label). You'll land on the generation form.
Choose your ad type
Select from 5 types: Just Listed, Open House, Buyer Lead Gen, Home Valuation, or Seller Lead Gen. The AI tailors the copy tone and hook for each.
Fill in property details
Enter: property address, listing price, beds/baths, key features (view, new kitchen, etc.), and your target audience. The more detail you provide, the stronger the copy.
Generate and review 3 variations
Click Generate Ad Copy. The AI produces 3 variations — each with a headline, primary text, description, and CTA. Character-limit indicators show whether copy fits Meta's guidelines.
Save favorites and copy to clipboard
Click ☆ to favorite an ad (it moves to the top of your saved list). Click 📋 Copy to copy the full ad to your clipboard for pasting into Meta Ads Manager. Delete ads you no longer need.
Access Analytics at /analytics
Go to /analytics (or click the analytics link in your dashboard header). The full analytics page loads with stats for the selected time period.
Select your time period
Use the period selector at the top: 7 days / 30 days / 90 days / All time. All charts and numbers update immediately.
Outreach stats & trend chart
The top section shows total follow-ups sent, email vs. SMS breakdown, delivery rate, and reply rate. Below it, an animated Chart.js line chart shows your daily/weekly outreach trend over the period.
Lead engagement funnel
The funnel visualizes your pipeline: Imported → Contacted → Engaged → Hot. Each stage shows a count and conversion rate. This tells you where leads are dropping off.
Use the ROI Calculator
Adjust the sliders for Average Commission, Leads per Month, Follow-up Rate, and Conversion Rate. The calculator shows your projected annual revenue and ROI multiple in real time.
View your subscription status
Click Subscription in the top-right nav (or go to /subscription). You'll see your current plan, billing cycle, and payment status.
NurtureFlow costs $29/month
Billed monthly. Includes: unlimited contacts, all 3 built-in sequences, custom sequence builder, SMS + email, all features. Cancel anytime.
Request a refund
Within 30 days of subscribing, go to /subscription and click "Request Refund". Refunds are processed within 5–10 business days to your original payment method.
Update your agent phone number
Your agent phone receives SMS alerts when leads reply or book appointments. Update it from your account settings. Use a mobile number — alerts are time-sensitive.
Need help?
Use the 💬 chat widget on the login page for quick questions, or email support@polsia.com for account or billing issues.