Follow-up stages define when your team should reach out to a contact again. DM Tracker automatically moves contacts through stages based on the timing you set.
How Stages Work
When a contact is added to DM Tracker, they enter the first follow-up stage. If they don't reply within the stage's time window, they move to the next stage and appear as needing attention on your Follow-Up Board.
When a contact does reply, their follow-up timer resets back to the first stage.
Default Stages
DmTracker comes with sensible defaults:
Stage | Timing | When to Follow Up |
Stage 1 | 1 day | Quick check-in after initial outreach |
Stage 2 | 3 days | Gentle reminder |
Stage 3 | 7 days | Re-engagement attempt |
Stage 4 | 14 days | Last follow-up before going cold |
Stage 5 | 30 days | Final check-in |
These work well for most high-ticket sales teams, but you can customize them.
Customizing Your Stages
Go to Settings → Follow-Up Stages
You'll see your current stages listed in order
Add a New Stage
Click "Add Stage" at the bottom of the list
Enter a name for the stage
Set the timing (in hours or days)
Click Save
Delete a Stage
Click the delete button on the stage row
If contacts are currently in that stage, you'll be asked where to move them
Confirm the deletion
Note: You must have at least one follow-up stage at all times.
Two follow-up sequences: unanswered outreach vs ongoing conversations
What this feature does
You can now run two separate follow-up sequences at the same time, one for each kind of contact:
Unanswered outreach – people you reached out to who have not replied at all yet.
Ongoing conversations – people who replied to you at least once and then went quiet.
This lets you say something different (and wait a different amount of time) depending on whether a contact is still completely cold or someone you were already talking to. Before this, every contact followed one shared follow-up sequence.
Contacts move between the two automatically
You do not have to sort anyone by hand. The moment a contact sends their first reply, DM Tracker moves them from Unanswered outreach to Ongoing conversations and they start following that sequence instead. Everything updates on its own as your conversations progress.
When should you use this?
Turn on two sequences when a one-size-fits-all follow-up sequence no longer fits how you talk to people. For example:
Different timing. You might chase unanswered outreach quickly with a few short bumps, but give warm contacts who stalled more breathing room between messages.
Different number of touches. You may want, say, two follow-ups for cold outreach but four for an ongoing conversation that is worth more effort.
If your follow-up plan is the same for everyone, you can leave this off and keep using one shared sequence.
How to set it up
Go to Settings > Follow-up Stages.
You will see two triggers at the top: Outreach DM sent and Contact stopped replying. By default they share one set of stages.
Click Use Different Stages (on mobile, switch on Use different stages).
Confirm in the pop-up. Your current stages are copied over to get you started, so the new sequence is never blank, and your contacts are sorted onto the right sequence automatically.
Edit each sequence on its own: add stages, remove stages, and set the wait time before each follow-up. Each sequence can have up to 10 stages.
How it looks on the Follow-ups board
Once you have two sequences, your Follow-ups page shows two tabs at the top:
Ongoing conversations – contacts who replied and then stopped.
Unanswered outreach – contacts who never replied.
Each tab shows only the stages and contacts that belong to that sequence, so you can work through one group at a time without mixing them up.
Need more help?
If you need help setting up your two sequences or get stuck, contact our team via the in-app chat or schedule your Strategy Call there.