Communication

How quickly should I try to call a new lead after they come in?

The phone call is still your most powerful conversion tool — knowing when to make it (and what to do when they don't answer) is the difference between a booked consult and a lost lead.

Call within 5 minutes — this is the gold standard

The moment a new lead lands in your RootLogic pipeline, your goal is to call them within 5 minutes. At this point they're still at their phone, still thinking about hair restoration, and haven't yet called your competitors. You will never have a better moment to reach them.

Call from RootLogic so the call is logged automatically

Open the contact's record in RootLogic and click the phone icon to dial directly through the platform. This routes the call through your practice's RootLogic number (so the lead sees your practice name, not an unknown number) and automatically records and logs the call under their Activity tab.

If they don't answer, leave a voicemail and immediately send a text

Leave a brief, friendly voicemail — your name, the practice name, and a one-line reason to call back ("just want to answer any questions about your consultation"). Then immediately send a text from RootLogic while you're still on the record. Many people don't pick up for unknown numbers but will read and respond to a text within minutes.

Make a second call attempt within 2 hours if no response

If you haven't heard back after your first call and text, try again within the same business day — ideally within 2 hours. People get busy. A second attempt at a different time of day (morning vs. afternoon) significantly increases your contact rate. Log a task in RootLogic to remind yourself.

Important: Always call from RootLogic or your practice's main line — never from a personal cell phone. If you call from a personal number, the call won't be logged and the lead will have your private number. Both are problems.

Pro tip: A text that says "Hi [first name], this is [your name] from [practice]. I saw you were interested in a hair restoration consultation — I'd love to set something up for you. Are you free for a quick call today?" outperforms almost every other opening message. Personalize it with their first name — RootLogic stores it on the contact record.

How quickly should I try to call a new lead after they come in?

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