Case Study
Coworking Space
Bozeman, MT
From Duplicate Leads
to a Clean Pipeline
60+
Stale Leads Cleared
<5s
SMS Routing Time
0
Duplicate Outreach
3
Lead Sources Unified
The Problem
Two people. Same lead. Zero coordination.
Oz Bozeman had leads coming in from three different places with no system connecting them. The owner and community manager were both reaching out to the same people, neither knew who had been contacted, and over 60 leads were sitting with no follow-up.
Before Waypoint Systems
Broken
Double outreach on every lead. Jim and Kiki were both texting the same people. Prospects were getting contacted twice, sometimes with different messages.
No clear ownership. Leads from the website, phone service, and conference bookings all landed in different places. No one knew whose job it was to follow up.
60+ leads untouched. A spreadsheet full of prospects that had never been followed up with, because there was no system to surface them.
No capacity awareness. The team had no way to know when the space was near full, so leads were being pushed hard even when there was nowhere to put them.
60+
Leads sitting untouched
In a spreadsheet with no assigned owner and no follow-up scheduled
3x
Lead sources, zero connection
Website forms, phone service, and conference bookings each going to a different place
2
People, no coordination
Both working the same leads with no visibility into each other’s activity
The Solution
One intake point. Automatic assignment. Instant notification.
We built a system that pulls every lead into a single pipeline, checks for duplicates, assigns ownership automatically, and texts the right person within seconds. No spreadsheets. No guessing.
1
Every Lead Captured in One Place
Whether a prospect fills out the website contact form, calls through Ruby Receptionist (their AI phone service), or books a conference room, the lead hits a single intake point. No more checking three different places.
Website · Phone · Bookings2
Deduplication Runs Automatically
Before anything else happens, the system checks whether that person already exists in the pipeline. If they do, the submission is skipped. The same lead cannot be worked twice by accident, ever.
Auto-deduplicated on every submission3
Round-Robin Assignment
New leads rotate between Jim (the owner) and Kiki (the community manager) automatically. Each lead gets one assigned person. No guessing, no double outreach, no falling through the cracks.
One owner per lead, every time4
Instant SMS to the Right Person
The assigned team member gets a text within seconds. It includes the lead’s name, email, phone number, company, and any note they submitted. Everything needed to make a real first contact, right in their pocket.
Name · Email · Phone · Company · Note5
Waiting List Routing When Near Capacity
When Oz Bozeman is approaching capacity, leads are automatically routed to a Waiting List stage instead of the active pipeline. The team still gets notified, but the messaging matches where the space actually is.
Capacity-aware routing6
Auto-Archive After 14 Days of Silence
Leads that go quiet for 14 days without activity are automatically archived. The pipeline stays clean without anyone having to manually review stale contacts. What the team sees always reflects reality.
14-day inactivity rule7
Monday Morning Digest
Every Monday, both Jim and Kiki get an SMS showing everything that needs attention for the week. Open leads, follow-ups due, pipeline activity from the prior week. Nothing falls through a weekend gap.
Delivered every Monday by SMSThe Results
Live, clean, and running on day one.
The system went live and immediately started working. Leads flow in, the right person gets a text, and the pipeline stays clean without anyone having to manage it manually.
After: System Live
Running
All three lead sources unified. Website forms, Ruby Receptionist calls, and conference bookings all flow into one pipeline automatically.
Zero duplicate outreach. Deduplication runs on every submission. A lead that already exists in the system will never trigger a second notification.
One assigned owner per lead, every time. Round-robin rotation means Jim and Kiki each know exactly which leads are theirs. No overlap, no assumptions.
SMS in seconds, not hours. The assigned team member gets a full lead card as a text before they could have even opened their email.
60+ stale leads cleared in week one. Auto-archive logic cleaned the pipeline immediately. What remained was real, active leads only.
Monday digest keeps the week organized. Neither Jim nor Kiki has to remember to check the CRM. The summary comes to them.
Under 5s
Form submit to SMS in pocket
100%
Of leads assigned to one owner
0
Duplicates slipped through deduplication
Every Monday
Automated pipeline digest by SMS
60+
Stale leads auto-archived in week one
How We Built It
The Stack
Built to integrate with Nexudus, the CRM Oz Bozeman already uses. No new platforms, no ripping out old tools, no retraining the team.
Node.js
TypeScript
Vercel
Nexudus CRM
Zapier
SMS via Zapier
“We had leads coming in from three different places and no one knew who was supposed to follow up. Waypoint built us a system that fixed it in a week. Now every lead gets a text to whoever is handling it, and nothing falls through.”
Jim · Owner, Oz Bozeman Coworking
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