Case study · Insurance and financial
A retirement-planning team that knows every call, text and booking.
The Pension Team
Visit thepensionteam.com (opens in a new tab)- Leads added to the hub since March 2026
- 3,179Leads added to the hub since March 2026
- New leads a month, on average, August to October
- 180New leads a month, on average, August to October
- Calls logged automatically since September
- 4,346Calls logged automatically since September
- Appointments booked and tracked since mid-September
- 369Appointments booked and tracked since mid-September
Before and after
From guessing to knowing.
Before is how the team worked before the hub. Numbers come from the team hub database and the phone system. Dollar amounts are never shown.
| Measure | Before | After |
|---|---|---|
| Call tracking4,346 calls logged from September 2 to October 29, 2026. | BeforeTallied by hand at the end of the day | AfterEvery call logged to the lead, automatically |
| New leads3,179 leads added since March 2026. August 187, September 220, October 137 through the 29th. | BeforeSpread across the old system and spreadsheets | AfterAbout 180 a month, every one in the hub |
| Lead status history369 appointments booked and tracked since status history started on September 16, 2026. | BeforeStages changed by hand, no record of who or when | AfterEvery change recorded |
| Texts and emails with leads11,163 messages saved since July 2026. | BeforeSpread across the old system and personal inboxes | AfterSaved on each lead, in the team’s own database |
| Client records checked for a current schoolResults go to the team for review before anything is changed. | BeforeLooked up one at a time | After547 checked in one pass by AI |
Where they started
Busy team.
No single view of a lead.
- Agents, setters and the office worked out of the old system, spreadsheets and personal inboxes, so nobody had one view of a lead.
- Calls were tallied by hand in an end-of-day report, and the numbers could not be tied back to a lead.
- Follow-up with new teachers depended on someone remembering, and the pipeline had no history of who moved what, or when.
What we built
8 systems, one database.
Team hub
One CRM for agents, setters and the processor, with a sign-in for each seat and each agent seeing their own book.
Automatic call logging
Every call from the phone system lands on the lead it belongs to, with the result and length, so no one types up a call report.
Instant follow-up
A new lead gets a first text and email from their agent right away, then a planned sequence over the following days.
Scheduler mode and Co-Pilot
Setters get a call list with why to call each lead now, an approved opener and how to book, all from one screen.
Command center
New leads, calls, conversations, bookings and show rate against the prior period, plus a list of what needs attention.
School presentations
A shared calendar of school presentations, tied to the agents and the leads each one produces.
Penny, the AI coach
Answers agent questions on 403(b), 457 and teacher pensions, reads a meeting transcript and preps the second meeting.
Daily performance report
Appointments, meetings and applications by agent, emailed to leadership at 6pm every weekday.
How it connects
One path, from school presentation to referral.
Every step hands off to the next on its own. One database sits behind all of it, so nothing gets copied by hand.
- Step 1: School presentation
- Step 2: First text and email
- Step 3: Setter call
- Step 4: Appointment
- Step 5: Meeting with the agent
- Step 6: Application
- Step 7: Review and referrals
Your business next
Measure first.
Then build what moves it.
Book a short call. Tell Jay where your business loses people, and leave knowing what the first two weeks of your plan look like.