8d • Discussion
Simple Template to Audit Your Database
Most people want better conversions…
But almost nobody has a clean, usable database.
So here’s a simple template you can use to clean yours in under an hour.
It is the same five-bucket clean up system I give clients before we launch any pipeline work:
HOT
WARM
PAST CLIENTS
COLD
QUALIFIED
NURTURE ONLY
This structure removes chaos, reveals hidden revenue, and shows you exactly where your conversations should start.
Here is how to set it up.
Step One: Export all of your contacts into one sheetPull them from your CRM, lead forms, email list, social DMs, and past campaigns. Place everything into a single spreadsheet so you have complete visibility.
Step Two: Sort every contact into one of the five buckets
Hot leads are people who engaged recently, replied, or showed interest.
Warm leads are people who almost converted but went quiet.
Past clients are individuals who have paid you before.
Cold-qualified leads fit your ideal client but never engaged.
Nurture-only leads are not a fit or are long-term prospects.
Step Three: Add a column titled “Last Activity Date”
This helps you prioritize your outreach. Zero to ninety days indicates a hot or warm lead. Ninety to one hundred eighty days is cold. One hundred eighty days or more belongs in nurture.
Step Four: Apply the correct outreach style for each bucketHot leads receive a light check-in. Warm leads receive a “still working on this?” message. Past clients receive a review or reactivation prompt. Cold qualified leads receive a simple pattern interrupt. Nurture-only leads receive light value touches.
Step Five: Use the following revival scripts to reactivate each group
Hot “Hey [name], How's it going? Are you still looking at [goal or problem]?”
Warm “Hey [name], last time we talked you we're exploring [goal]. Still on your radar?”
Past Clients “Hey [name], if you had a good experience last time, would you mind leaving a quick review? Also, if you are planning anything for Q1, I have openings.”
Cold Qualified “Hey [name], quick question. Are you taking on new [industry] projects in Q1?”
Nurture “Hey [name], I came across something that might be helpful. Want me to send it?”
Step Six: Use this three part sequence to lift response rates
Email Subject: Quick check in“Hey [name], I noticed we haven’t talked in a while. Are you still working on [goal]? If yes, I can send something helpful.”
SMS “Just sent you something useful. Wanted to make sure it didn’t get lost.”
Follow Up Email Subject: Still want this “Following up on my last note. If now is not a good time, just let me know.”
A database that is cleaned and classified will always convert better than one that is not organized. When your contacts are in the right buckets, your outreach becomes easier, more human, and far more effective.
If you want the full revival scripts pack or the automated version of this process, let me know.
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Simple Template to Audit Your Database
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