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FUB Lead Sweeper in Zapier
Automate your lead management and boost agent productivity with our comprehensive guide to setting up lead sweepers in Follow Up Boss using Zapier.
What You'll Need To Start
Zapier Account
Pro Plan or Higher required for advanced automation features
General Understanding of Zapier
Basic knowledge of how to create and configure Zaps
FUB API Key
Access credentials for connecting Follow Up Boss to Zapier
FUB Stages Used Correctly
Properly configured lead stages in your Follow Up Boss account
Standard Operating Procedure
Established protocols for agents using Follow Up Boss
Let's Get Organized!
Create New Folder
Open your Zapier account and create a new folder named "Lead Sweepers" to keep your automations organized
Create New Zap
Within the "Lead Sweepers" folder, click to create a new Zap that will handle your lead sweeping automation
Configure Settings
Prepare to set up the trigger, filters, and actions that will make up your lead sweeping workflow
Setting Up Your Trigger
Find Follow Up Boss
Search for and select Follow Up Boss in the Zapier app directory
Select Trigger Event
Choose "Person Stage Updated" as your trigger event
Sign In To Your Account
Connect your Follow Up Boss account to Zapier using your API credentials
Pick The Stage
Select the specific lead stage you want to set up sweeping for
Creating Your First Filter
Filter Out Exceptions
There is rarely a case where you want to sweep every lead. At the very least, you'll want to filter out your own leads from getting swept.
Admin and Team Lead Leads
Exclude leads assigned to administrators and team leaders from the sweeping process
Non-Team Generated Leads
Consider excluding Sphere of Influence (SOI) leads that weren't generated by your team
Recruiting Leads
Filter out leads that are specifically for recruiting purposes rather than sales
Setting Up The Delay
Add Delay Step
Use the "Delay" step in Zapier to create a waiting period
Configure Time Period
Set the amount of time you want to give your agent to follow up with the lead in that stage
Determine Appropriate Wait Time
Consider your team's response time expectations when setting this delay
Setting Up Action 1: Find Contact

Find Follow Up Boss
Select Follow Up Boss from your connected apps

Choose Action Event
Select "Find a Contact" as your action event

Sign Into Account
Confirm your Follow Up Boss account connection

Use Lead ID
Take the ID of the lead from step one to find the same contact again
Creating Your Second Filter
Filter By Update Field
Check if the lead's "Update" field is the same as it was when the lead was triggered. If it's the same, then no contact was made.
This helps identify leads that haven't received any follow-up action from agents.
Filter By Stage
Check if the lead is in the same stage as when it was initially triggered. If the lead has the same stage, then the stage was not changed.
This confirms that the lead hasn't progressed through your sales pipeline.
Combined Logic
Only let the lead through if both of these are the same. If one is different, then the agent followed up properly and no action needs to be taken to sweep the lead.
This ensures you're only sweeping leads that truly need attention.
Setting Up Action 2: Warning or Sweep

Choose Your Approach
Decide between warning agents or immediately sweeping leads
Warning Option
Use "Create Task" step to assign a follow-up task to the agent
Sweeping Option
Assign tag "Swept Lead" to lead using the "Add Tags to a Contact" action
Give Warning to Agent
Add Tag to Lead
Optional Follow-Up Steps

Add Second Delay
Give agents time to respond to the warning
Repeat Filter Check
Check again if lead has been contacted
Final Sweep Action
Assign "Swept Lead" tag if still no action
Setting Up FUB Automations
Access Automations
In FUB, go to Admin->Automations-> + Add automation
Select Trigger
Select Trigger "Tag Added" and select tag you had assigned in your Zap (Swept Lead)
Add Action
Select "Add action" and select the pond you want the lead sent to
Save Automation
Confirm your settings and activate the automation
Configuring FUB Ponds
Create Pond
Go to Admin->Ponds->+ Add Pond to create a new lead distribution group
Name Your Pond
Give your pond a descriptive name that indicates its purpose
Select Agents
Choose which agents should be part of this pond and receive swept leads
Enable Notifications
Ensure all agents have notifications turned on for ponds
Agent Notification Settings
Make sure all of your agents have notifications turned on for ponds. They can configure these settings by visiting: https://help.followupboss.com/hc/en-us/articles/4406617280663-Notification-Settings
Complete Lead Sweeper System
Automated Workflow
The complete lead sweeper system connects triggers, filters, delays, and actions to ensure no lead falls through the cracks.
Improved Team Performance
With lead sweepers in place, your team can focus on high-value activities while ensuring consistent follow-up on all leads.
Seamless Lead Distribution
Swept leads are automatically redistributed to available agents, ensuring quick response times and improved customer experience.
By implementing this comprehensive lead sweeper system in Follow Up Boss using Zapier, you'll create accountability, improve response times, and ultimately increase your team's conversion rates and productivity.
Let's Talk About Your Systems
The lead sweeper we've outlined is just the beginning. Bara Agency offers custom-coded solutions with enhanced capabilities tailored to your specific business needs.
Advanced Customization
Get a lead sweeper system specifically engineered for your team's unique workflow and requirements.
Technical Expertise
Our developers create robust solutions beyond what standard Zapier templates can provide.
Ongoing Support
Receive dedicated assistance as your business evolves and your lead management needs change.
Ready to take your lead management to the next level? Schedule a consultation today to discuss your specific requirements and discover what's possible.