Overview

Once your Sequences are running in CRM Sales Pro, you can monitor their performance to see which contacts have been reached, which messages received replies, and how contacts are progressing through each step.

Tracking this activity helps your catering sales team refine messaging, identify successful sequences, and keep follow-up focused on the right Customers.

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.

Viewing Sequence Performance

  1. Go to CRM → Sequences.
  2. Use the list view to review your sequences and their activity.
  3. Use the search bar or available filters to narrow your results by:
    • Sequence name
    • Created By: The team member who built the sequence.
    • Enrolled By: The team member who enrolled the contacts.

Each sequence record includes key information at a glance:

  • Status: Draft or Published.
  • Total Enrolled: How many contacts have entered the sequence.
  • Currently Enrolled: Active contacts still moving through its steps.
  • Emails Sent: The number of automated sequence emails sent.
  • Replies: How many contacts replied.
  • Created By: Who originally built the sequence.
  • Modified Date: When it was last updated.

Emails Sent reflects sending activity. It does not confirm that a Customer opened the email or that it reached their inbox.

Reviewing Sequence Details

To review a specific sequence:

  1. Click View (eye icon) next to the sequence name.
  2. Review the breakdown of activity for each step, including:
    • How many contacts reached each step.
    • The type of activity, such as an automated email, call task, or to-do task.
    • Reply activity and where contacts are leaving the sequence.

Below the chart, you’ll see enrolled contacts with details such as:

  • Enrollment date.
  • Current status, such as In Progress, Finished, Replied, or Unenrolled.
  • The last step they reached.
  • Links to their contact record or company record.

Use these details to understand where each Customer is in your follow-up process and identify contacts who may need personal attention.

A contact leaving a sequence does not necessarily indicate a problem. They may have replied, completed the sequence, or been manually unenrolled because the outreach was no longer needed.

Filtering and Exporting Data

Use filters and exports to review results with your team:

  • Filter by Enrolled By: View activity for a specific team member who enrolled contacts.
  • Filter by Created By: Review sequences built by a specific team member.
  • Export Reports:
    • Export performance statistics for each step to Excel.
    • Export enrolled contact lists with progress and reply details.

These exports are useful for weekly sales meetings or coaching sessions where you review follow-up activity and identify which messages are receiving replies.

Created By and Enrolled By refer to different roles. One team member may build a sequence, while several team members enroll contacts in it.

Managing Sequences

From CRM → Sequences, you can manage your sequences as your outreach needs change.

  • Edit: Open the sequence to review its settings and available editing options.
  • Duplicate: Use an existing sequence as the starting point for a new version, Customer group, or seasonal promotion.
  • Archive: Remove a sequence from active use while preserving its history.
  • Unarchive (Restore): Bring an archived sequence back for future use.

If you need to change the number or order of steps in a sequence that has already been used, duplicate it and make those changes in the new version. This keeps the original sequence’s reporting separate from your revised outreach.

Give the new version a clear name so your team knows which sequence to use for future enrollments.

Archiving and Restoring Sequences

Archive a sequence when your team no longer needs it, such as after a seasonal promotion or when replacing an older follow-up process.

Archiving a sequence unenrolls the contacts currently enrolled in it. Their previous activity remains available in the sequence’s history.

Restoring an archived sequence does not automatically re-enroll contacts or resume their previous enrollments. If you want a contact to participate again, enroll them in the appropriate published sequence, subject to its re-enrollment settings.

Before archiving, review the contacts still enrolled so your team can decide whether any Customers need a different follow-up plan.

Best Practices for Tracking and Improvement

  • Review performance weekly or biweekly to monitor enrollment, progress, sending activity, and replies.
  • Look for steps where Customers often leave the sequence, then review the reason before changing your messaging.
  • Combine sequence reports with your team’s calls, tasks, and Customer conversations to understand the results.
  • Duplicate successful sequences to create versions for different Customer groups.
  • Use Marketing Lists to select a focused audience before enrollment.
  • Compare results from similar Customer groups when evaluating different messages or timing.
  • Review the contacts still enrolled before archiving a sequence.
  • Keep sequence names clear so your team can distinguish current versions from older ones.

For instructions on selecting your audience, see CRM Sales Pro: Create and Use Marketing Lists.

Related Articles

Summary

Tracking sequence performance helps your team understand who is receiving follow-up, where Customers are in the process, and which messages are receiving replies.

Review activity regularly, use what you learn to improve future outreach, and combine automated emails with personal calls and tasks to keep your catering sales follow-up relevant.

Support

For additional help, visit the CaterZen Support Center or contact the CaterZen Support Team.

Not a CaterZen Customer yet? Learn how CaterZen helps restaurants grow catering sales.