Overview

Sequences allow your catering sales team to create a scheduled series of follow-up activities for leads and Customers. A sequence can combine automated emails with manual follow-up tasks, helping your team stay consistent and making it easier to keep sales opportunities moving forward.

Once a contact is enrolled, CRM Sales Pro manages the timing of each step based on the schedule you create.

Sequences are useful for:

Following up with new catering inquiries
Re-engaging past Customers
Following up after proposals or conversations
Promoting seasonal catering opportunities
Nurturing prospects through the sales process
Creating consistent post-event follow-up

Sequences are a CRM Sales Pro feature and require an active CRM Sales Pro license. If your CaterZen account does not include CRM Sales Pro, you will not have access to Sequences.

Interested in CRM Sales Pro? Contact our team to learn more about adding CRM Sales Pro to your CaterZen account.

Creating a New Sequence

To create a sequence:

Go to CRM → Sequences.
Click Create New Sequence.
Enter a Sequence Name that makes it easy for your team to identify its purpose. Examples: Corporate Catering Follow-Up, Holiday Catering Outreach, Customer Re-Engagement, Proposal Follow-Up

Choose the Status:
- Draft – The sequence is still being created and is not available for enrollment.
- Published – The sequence is active and available for contacts to be enrolled.
Select the Days to Execute: These are the days of the week when sequence steps are allowed to run.

Set the Send Window: The Send Window determines what hours automated sequence emails can be sent.

Choose whether contacts can be re-enrolled in the sequence after a previous enrollment has ended.
Click Save Sequence Settings.

Once your sequence settings are saved, you can begin adding individual steps.

Adding Steps to a Sequence

Each sequence is made up of individual steps that tell CRM Sales Pro what should happen next. Available steps include:

Automated Email

Automatically sends a pre-written email to the enrolled contact.

Automated email steps use your published CRM Sales Pro Email Templates.

Call Task

Creates a reminder for a team member to personally call the contact.

To-Do Task

Creates a manual follow-up task for your team.

For example:

Send a catering proposal
Send an updated menu
Follow up on an upcoming event
Send tasting information
Review a quote

For each step, you can determine how many days CRM Sales Pro should wait before moving to that step. You can also reorder your sequence steps to adjust the flow of your outreach.

Example: Customer Re-Engagement Sequence

Here is an example of a sequence designed to re-engage a past Customer who has not ordered recently:

Step	Action	Example
1	Automated Email	We’d Love to Cater for You Again
2	Call Task	Call and Check In and Ask About Upcoming Catering Needs
3	Automated Email	Planning Any Upcoming Meetings or Events?
4	To-Do Task	Send Updated Menu or Catering Information
5	Automated Email	Final Follow-Up

This type of sequence helps your team stay in touch with past Customers while combining automated outreach with personal follow-up.

Using Sequences with Marketing Lists

Marketing Lists and Sequences work especially well together in CRM Sales Pro. Use a Marketing List to identify and organize the specific group of contacts you want to reach, then enroll those contacts into a Sequence to manage the ongoing follow-up.

For example, you could create a Marketing List of Customers who have not ordered in the last six months and enroll those contacts into your Customer Re-Engagement Sequence.

This allows you to:

Use Marketing Lists to target the right Customers based on your criteria.
Enroll selected contacts into a structured follow-up sequence.
Combine automated emails with personal calls and tasks.
Create repeatable outreach processes for different Customer groups.

Other examples might include Marketing Lists for:

Customers who have not ordered recently
Past holiday catering Customers
Corporate Customers
Prospects who have not yet placed their first order
Customers you want to target for seasonal catering opportunities

Once you have identified the contacts you want to target, you can select them from the Marketing List and enroll them into the appropriate Sequence.

Enrolling a Contact in a Sequence

Contacts can be enrolled directly from their CRM contact record.

From a Contact Record

Open the contact in CRM.
Click Enroll in Sequence.
Select the sequence.
Choose when the enrollment should begin.
Complete the enrollment.

The contact will begin moving through the sequence according to the timing and steps you configured.

Enrolling Contacts from a Marketing List

You can also enroll multiple contacts at once from a Marketing List.

Open the appropriate Marketing List.
Select the contacts you want to enroll.
Click Enroll in Sequence.
Select the sequence.
Choose the enrollment timing.
Complete the enrollment.

When enrolling multiple contacts, keep the CRM Sales Pro enrollment and sending limits below in mind.

Sequence Enrollment Limits

CRM Sales Pro includes enrollment and email sending limits to help manage email volume and deliverability.

Contact Enrollment Limit

Each CRM Sales Pro user can enroll up to 50 contacts within a rolling 24-hour period across all sequences combined.

For example:

20 contacts enrolled in Sequence A
30 contacts enrolled in Sequence B

That user has reached their 50-contact enrollment limit for the rolling 24-hour period.

The limit applies per CRM Sales Pro user, so another licensed user can have their own enrollment activity.

Because this is a rolling 24-hour period, it does not automatically reset at midnight.

For example, if you enroll 50 contacts at 5:00 PM Monday, that enrollment capacity becomes available again as those enrollments fall outside the previous 24-hour window.

Sequence Email Sending Limits

Each CRM Sales Pro user can send up to 250 sequence emails within a rolling 24-hour period across all sequences combined.

For example, if automated sequence steps send 200 emails, up to 50 additional sequence emails can be sent by that user during the same rolling 24-hour period.

This limit applies to the total sequence email activity for that user, not to each individual sequence.

Managing Your Sequences

From CRM → Sequences, you can manage your existing sequences and review their activity.

Depending on the sequence, you can:

Review sequence performance
See contact progress through sequence steps
Review replies and engagement
Filter sequence activity
Duplicate an existing sequence
Edit sequence settings or steps
Archive sequences that are no longer being used
Restore previously archived sequences

Archiving a sequence allows you to remove it from active use without deleting its previous history.

When Contacts Leave a Sequence

Contacts may be unenrolled from a sequence when:

They complete the final step
They reply to a sequence email
A user manually unenrolls them
The sequence is archived while they are enrolled

This prevents contacts from continuing to receive automated follow-up after the sequence should no longer apply.

Best Practices

When creating sequences, keep the outreach focused on a specific sales goal or Customer group.

A few recommendations:

Keep each sequence focused and easy for your team to understand.
Combine automated emails with personal calls and tasks when appropriate.
Use clearly named sequences so your team knows when each one should be used.
Use published Email Templates for consistent branding and messaging.
Use Marketing Lists to identify the right Customers before enrolling them.
Review sequence performance regularly and adjust timing or messaging when needed.
Avoid enrolling the same contact in unnecessary overlapping outreach.

Consider creating separate sequences for: