How to Reach Out to Prospect Leads Generated via the Prospecting Tool

When you generate leads through the Prospecting Tool in Chat To Clients CRM — whether through AI, manual search, or the Prospecting widget — those prospects are automatically added to your Contact List inside the Sub-Account CRM. This allows you to seamlessly begin your outreach efforts through email, SMS, or workflows.

This guide walks you through how to find these leads, engage with them, and leverage Chat To Clients CRM’s CRM to convert them into clients.

Where Can You Use Prospecting?

Prospecting is available in two areas:

• Agency View – for lead discovery and basic prospecting

• Sub-Account View – for advanced engagement and automation

Only Sub-Accounts can send emails, SMS, and run workflows. That’s why prospecting efforts are most powerful when done (or migrated) inside a sub-account.

How to enable Prospecting in Sub Account

1. If you already have an active Prospecting Subscription at Agency
   1. You can Link a sub account with it to get access 
   2. And then Migrate the Prospects to that Sub Account (it will automatically copy them to your contacts, and triggers workflow if any)
   3. Go to that sub account and find Prospecting inside the Marketing Tab
2. If you want it for more than one sub account 
   1. Go to Reselling Tab inside Agency View
   2. Toggle ON Prospecting Tab
3. If you already have a sub account
   1. You can simply migrate prospects from Agency to Sub Account (it will automatically add them to your contacts, and triggers workflow if any)

How Prospects Are Added to Your Contact List

This is possible when Prospecting done in Sub Account level

No manual setup needed — prospects are automatically added to your Contacts in a sub-account when they are generated via:

• AI-Generated Prospecting 

• Manual Google Business Search

• Embedded Prospecting Widget on your site

This means you can immediately:

• Start email/SMS outreach

• Add them to your CRM pipelines

• Trigger workflows for automated nurturing

• Migrating (Copying) from Agency to a Sub Account

While generating a new prospect - you will also get notified for this

Steps to Find Prospects in Your Contact List

1. Navigate to Your Sub-Account
   From your Agency view, enter the Sub-Account where prospecting was done.

2. Go to the “Contacts” Tab
   Find this in the left navigation sidebar inside the sub-account dashboard.

3. Filter for Prospect Leads

   • Click on the “More Filters” button on the top-right of the Contacts page.

   • Under the filter dropdown, choose:

     • Field: Tag

     • Condition: is

     • Value: New Prospect Received 

4. Apply the Filter
   You’ll now see a list of all contacts generated through the Prospecting Tool.

How to Engage with a Prospect

1. Inside Prospect Tool: Open a Prospect Report and Click Share Option to share via SMS or Email
2. Once you locate a prospect in your contact list, you can:

• Click on a Contact Card
  View full contact details and manually send an Email or SMS. You’ll also see their linked Marketing Audit Report.

• Click the Three Dots (⋮) on a Contact
  Quick actions include:

  • Add to Opportunities/Pipelines

  • Schedule an appointment

Engage from a Prospect Card (Prospecting dashboard)

In Sub-Account Prospecting, use the Prospect Card Lead Actions icon to:

• View contact details.
• Open recent conversations (SMS, email, or calls) from the same screen.

In Agency Prospecting, these actions can prompt you to switch into a linked sub-account (or create one) before you continue interacting with the lead.

Automate Prospect Follow-Up Using Workflows

Want to make your follow-up process hands-free? You can use the Prospecting Workflow Trigger to automatically engage with leads the moment they’re added to your CRM.

With automation, you can:

• Instantly send a welcome email or SMS with their Marketing Audit Report

• Create tasks or internal notifications for your sales team

• Add the lead to your pipeline or nurture sequences

• Enrich data or assign tags automatically

View the Complete Guide to Prospecting Workflow Triggers →

Set it up once — and let the system do the work for every new prospect.

What If a Prospect Doesn't Appear in Contacts?

In rare cases, due to temporary sync delays or interruptions, a prospect may not appear automatically in Contacts.

Here’s What You Can Do:

• Manually create a contact using the details from the Prospecting Tool

• Tag them as New Prospect Received to stay consistent

• Add them to workflows or pipelines as needed

? Tip: Always check if Prospecting is enabled and active in the sub-account. Only then will prospects sync properly to CRM.

Pro Tips

• Create automated workflows that trigger when new prospects are added (using the “New Prospect Received” tag).

• Use Smart Lists in Contacts to segment and track performance by prospect source.

• Include AI message suggestions directly in SMS/email outreach for faster follow-ups. (Coming Soon)

Related Guides

• How to Migrate Prospects to Sub-Account →

• Advance Prospecting Guide for Agencies →

• Using Workflows to Automate Prospect Follow-Ups →