DM Tracker - Daily Operations SOP for Sales Teams

For: Sales reps & team leads using DM Tracker

Goal: Know exactly what to do each day to manage leads, send follow-ups, and track performance

Excludes: Technical setup (ManyChat, org connection, etc.)

🧠 1. Intro: Why This SOP Exists

DM Tracker replaces messy spreadsheets and forgotten follow-ups with a visual board that tells you exactly who to message, when, and why.

This SOP will teach you:

What to do when you start your shift
How to log outbound outreach properly
How to execute follow-ups
How to track your own performance

💡 This SOP reflects what’s currently live in the platform. As features are added, this SOP will be updated.

🔁 2. Daily Workflow Overview

Every day in DM Tracker follows the same rhythm:

Time	Task
✅ Morning	Check Open Tab in the Follow-Up Board & message all due leads
🔄 Throughout the day	Send new outbound DMs and log them on the Outreach Page
🧹 End of day	Double-check your Sent Tab and Stats Dashboard to review your activity

✉️ 3. Outreach: How to Log New Prospects

When you send a cold DM to someone for the first time, log it immediately in the Outreach Page.

ℹ️ We recommend doing this on your mobile phone in the Instagram app

What to fill in:

Field	What to Enter	Why It Matters
Instagram Handle	@username	Links the future follow-up card to the right chat
Follow-Up Reason	Dropdown (e.g. New Follower, Story View, other)	Helps sort leads later by source
Outreach Message	The actual opener you used	Tracks performance of openers

🔄 What Happens Next:

Your lead is not shown yet on the Kanban.
After the defined wait time (e.g. 1 day), they’ll appear in 1st Follow-Up.

🗂️ 4. Follow-Ups: Working the Kanban Board

DM Tracker’s Follow-Up board is your mission control. The system moves leads between tabs based on timing and actions. You just need to show up and execute.

👀 What You See

Tab	Meaning	Your Action
Open	Follow-up is due now	Send the DM and click Mark as “Done” or “No Follow-Up Needed”
Sent	Timer is running until the next stage	Wait & do nothing
Finished	Lead opted out or disqualified	No action unless they message you again

🔁 Your Daily Flow:

Start in Open
Open the chat for the first card and send the follow-up
Click Mark as Done
Move on to the next card

⏰ How Timing Works

1st Follow-Up: Triggered X days after the lead’s last inbound message (for inbound), or X days after you logged them (for outbound)
2nd, 3rd, etc. Follow-Up: Triggered X days after you marked the last one as done

🛠️ 5. How to Configure Follow-Up Stages (Admin Only)

Only relevant for Owners/Admins — reps can skip.

Admins can define the full follow-up cadence under → Stages

What You Can Do:

Action	Description
Add/Remove Stages	“1st Follow-Up”, “2nd Follow-Up”, etc.
Set Timers	Choose delays in days for each stage
Rename Labels	Match your sales process terminology

Logic Summary:

1st FU = Time since last lead reply
2nd+ FU = Time since you clicked Mark as Done on the last stage
Any new reply resets the flow back to 1st FU

📊 6. Tracking Performance with the Stats Dashboard

The Stats Dashboard gives real-time visibility into your own output and the team’s progress.

Statistics Walkthrough

Key Metrics:

Metric	Use
Follow-Ups Sent & Reply Rates	Number of completed follow-ups and what % re-engaged the conversation
Outreach Sent & Reply Rates	Number of outreaches sent & what % replied, as well as which messages and reasons perform best.

Best Practice:

Review once weekly to spot bottlenecks

🧪 7. Example Day-in-the-Life

Morning

Log in → Go to Follow-Up Board → Open Tab
Message each lead → Mark as Done

Afternoon

Send outbound messages to new prospects
Log them in Outreach Page

Evening

Glance at your Stats Dashboard to see your daily numbers