When US Observer approached BuzGrowth Web LLC, their lead and case management workflow lacked the structure needed to support high-volume, investigative client handling. Their team was managing complex, high-risk leads with minimal automation, and their follow-up processes were inconsistent across lead stages. What they needed was a custom-built CRM architecture that aligned with their nuanced client acquisition process—something capable of organizing hot leads, legal-sensitive cases, and long-term investigative contacts all in one place. BuzGrowth stepped in to deliver a high-performance CRM infrastructure tailored for impact.
We began by designing a 7-pipeline architecture that segmented leads with clarity and purpose—Main, Hot Leads, Warm Leads, Contract Sent, Long-Term Nurture, Low Priority, and Not Interested. Using GoHighLevel’s “Quick Actions” and conditional logic, we defined automated movements across pipelines based on actions like call outcomes or form data. Custom fields were created to capture vital investigative data such as company name, market cap, and short interest—enabling detailed filtering and case-specific insights directly within the CRM.
A powerful lead capture and tagging system was built next, combining form-based inputs, manual imports, and real-time conditional tagging automations. Whether a lead came through a web form, phone call, or manual data entry, the system intelligently applied tags like “email_opened,” “call_scheduled,” or “high_risk,” ensuring the internal team could identify a contact’s status and urgency at a glance. We also implemented advanced workflows to assign tasks, such as “Initial Call” in shared queues, and auto-move leads based on engagement, making the entire follow-up process seamless and smart.
The outreach engine we developed was equally robust. For Hot, Warm, and Contract Sent leads, we created high-intensity call and email sequences—including a 57-touchpoint, 10-day campaign for Hot Leads. These sequences integrated email personalization, voicemail drops, and touchpoint spacing to maximize engagement. Long-Term Nurture contacts received monthly content based on SEC-related risk themes, while Low Priority leads were placed on a quarterly follow-up rhythm. Escalation logic was programmed to move leads up the pipeline based on triggers like regulatory filings or increased risk signals.
To close the loop, BuzGrowth built real-time engagement tracking and visual reporting dashboards. Metrics like email open rates, link clicks, conversion by source, and pipeline drop-off points were configured in custom dashboards for executive visibility. We then conducted full testing simulations of each contact journey and hosted a recorded training session with the US Observer team, walking them through the exact use of the system, its logic, and day-to-day operations. The result was a tightly engineered CRM ecosystem, built for investigative precision, team efficiency, and lead conversion clarity.
