How to Set Up ManyChat and DM Tracker (Step-by-Step)

Quick answer: Complete setup guide for connecting ManyChat and DM Tracker. From Instagram account connection to first automation, here’s everything you need. ManyChat handles DM automation. DM Tracker adds the CRM layer that tracks which automated conversations actually convert. Together, they close the gap between starting conversations and closing deals.

What You Will Build in This Guide

By the end of this guide, you will have a complete Instagram DM sales system running:

• ManyChat automation that delivers your lead magnet instantly when someone comments on your post
• DM Tracker CRM that tracks every conversation and surfaces follow-ups automatically
• Your first automation live and ready to capture leads

Total setup time: 15-30 minutes. No coding required.

Before You Start: What You Need

Make sure you have these before starting:

1. Instagram Business or Creator Account

DM Tracker and ManyChat require an Instagram Business or Creator account. Personal accounts are not supported.

To check your account type:

• Go to Instagram Settings → Account
• Look for “Switch to Professional Account” or “Account Type”
• If you see “Personal Account”, switch to Business or Creator

Switching is free and takes 2 minutes.

2. Facebook Page Connected to Your Instagram

ManyChat uses Facebook’s API to access Instagram DMs. Your Instagram account must be connected to a Facebook page.

To connect:

• Go to Instagram Settings → Account → Linked Accounts → Facebook
• Connect to an existing Facebook page or create a new one

If you do not have a Facebook page, create one (it can be unpublished, ManyChat does not care).

3. ManyChat Account (Free or Paid)

Go to manychat.com and create an account. The free plan works fine to start. You can upgrade to Pro ($15/month) later when you hit 1,000 contacts or need advanced features.

4. DM Tracker Account

Go to app.dmtracker.ai/signup and create an account. You get a 14-day free trial, no credit card required.

Once you have all four, you are ready to start.

Part 1: Setting Up ManyChat (10-15 Minutes)

Let’s connect ManyChat to your Instagram account and build your first automation.

Step 1: Connect Instagram to ManyChat

1. Log into ManyChat
2. Click “Connect Instagram” or go to Settings → Instagram
3. Click “Connect Account”
4. You will be redirected to Facebook login
5. Authorize ManyChat to access your Instagram DMs
6. Select the Instagram account you want to connect
7. Done. ManyChat is now connected to your Instagram inbox.

ManyChat can now read and send Instagram DMs on your behalf.

Step 2: Create Your First Automation (Keyword Trigger)

Now let’s build a simple automation. When someone comments “GUIDE” on your post, ManyChat will send them a DM with your free resource.

1. In ManyChat, go to Automation → New Flow
2. Choose Instagram as the platform
3. Click Create Flow
4. Name your flow: “Lead Magnet - Free Guide”
5. Choose trigger type: Keywords
6. Set the keyword: “GUIDE” (or whatever word you want people to comment)
7. Choose where it applies: All Posts (or attach it to a specific post later)

Step 3: Build Your Message Sequence

Now you will build the actual DM sequence that gets sent when someone comments “GUIDE”.

Message 1 (instant response):

1. Add a Text block
2. Write your message:

   Hey! 👋 Here's your free [name of lead magnet].
   
   [link to Google Drive, Dropbox, or landing page]
   
   Quick question: are you looking for 1-on-1 or group coaching?

3. Add Quick Reply Buttons: “1-on-1” and “Group”

Message 2 (24 hours later):

1. Add a Delay block: 24 hours
2. Add a Text block
3. Write your message:

   Quick follow-up! Here's a case study of a client who got [specific result] using this exact system: [link]
   
   Sound like you?

Message 3 (48 hours after first message):

1. Add a Delay block: 24 hours (this is 24 hours after Message 2, so 48 hours total)
2. Add a Text block
3. Write your message:

   I have a few spots open this week for a free discovery call to see if we're a fit.
   
   Book here: [Calendly link]

Step 4: Test Your Automation

Before going live, test it.

1. In ManyChat, click Test this flow (button in the top right)
2. ManyChat will send the sequence to your Instagram account
3. Check your Instagram DMs and make sure all messages came through correctly
4. Check that all links work

If something looks wrong, edit the flow and test again.

Step 5: Publish Your Automation

Once it works, click Publish. Your automation is now live. Anyone who comments “GUIDE” on your Instagram posts will receive this sequence automatically.

Part 2: Setting Up DM Tracker (5 Minutes)

Now let’s connect DM Tracker so it tracks every conversation ManyChat starts.

Step 1: Create a DM Tracker Account

1. Go to app.dmtracker.ai/signup
2. Enter your email and create a password
3. Click “Start Free Trial”
4. You are now in the DM Tracker dashboard

Step 2: Connect ManyChat to DM Tracker

1. In DM Tracker, go to Settings → Integrations
2. Click Connect ManyChat
3. You will be redirected to ManyChat authorization page
4. Click Authorize
5. You will be redirected back to DM Tracker
6. Done. DM Tracker is now connected to your Instagram inbox through ManyChat.

DM Tracker will start syncing your Instagram conversations immediately.

Step 3: Verify the Connection

1. Go to the Conversations tab in DM Tracker
2. You should see your recent Instagram DM conversations
3. If you have active conversations, they will appear here automatically

Everything from this point forward is tracked automatically. No manual imports. No CSV uploads.

Step 4: Customize Your Follow-Up Stages (Optional)

DM Tracker has default follow-up timing:

• 1st Follow-Up: 1 day after last message
• 2nd Follow-Up: 3 days after 1st follow-up
• 3rd Follow-Up: 7 days after 2nd follow-up
• 4th Follow-Up: 30 days after 3rd follow-up

You can customize this to match your sales process.

1. Go to Settings → Follow-Up Configuration
2. Adjust the timing for each stage
3. Click Save

DM Tracker will use your custom timing going forward.

Step 5: Invite Team Members (Optional)

If you have appointment setters, closers, or VAs working in Instagram DMs, invite them.

1. Go to Settings → Team
2. Click Invite User
3. Enter their email
4. Choose their role (Admin, Member, Viewer)
5. Click Send Invite

They will receive an email with a link to join your DM Tracker account. Each user is $39/month.

Part 3: How Conversations Flow (Understanding the System)

Now that both tools are set up, here is how they work together in a real sale.

Step 1: Lead Comments on Your Post

You post a transformation reel with the CTA: “Comment GUIDE for my free 7-day fat loss plan.”

Lead comments “GUIDE”.

Step 2: ManyChat Sends Automated Sequence

ManyChat detects the comment and sends the three-message sequence you built:

• Message 1: Free guide + quick question
• Message 2: Case study (24 hours later)
• Message 3: Calendly link (48 hours later)

Step 3: DM Tracker Picks Up the Conversation

DM Tracker reads your Instagram inbox through ManyChat. The lead is now in DM Tracker’s “Conversations” tab.

Step 4: Lead Replies

Lead replies: “Does this work if I am vegetarian?”

ManyChat does not have a scripted answer for this, so you respond manually in Instagram.

Step 5: DM Tracker Tracks the Reply

DM Tracker sees your manual reply and logs it. The conversation stays active in the follow-up board.

Step 6: Lead Books a Call

After you answer their question, the lead clicks the Calendly link and books Thursday at 3pm.

Step 7: You Move the Lead in DM Tracker

In DM Tracker, you move the lead from “New Lead” to “Qualifying” (or whatever stage you use for booked calls).

DM Tracker reminds you to send a prep email 24 hours before the call.

Step 8: Discovery Call Happens

Thursday at 3pm, the call happens. Lead is interested but says, “Let me talk to my partner and get back to you.”

Step 9: DM Tracker Manages the Follow-Up

You move the lead to “1st Follow-Up” in DM Tracker. The system reminds you to follow up in 24 hours (or whatever timing you set).

Step 10: You Follow Up and Close

You send a follow-up DM. Lead replies, “We are in. How do I pay?”

You send a Stripe payment link. Lead pays $2,500.

Step 11: DM Tracker Records the Win

You tag the conversation as “Closed - $2,500” in DM Tracker. Stats dashboard updates with the conversion.

Every step is tracked. No leads fall through the cracks.

Part 4: Your First Instagram Post (Putting It All Together)

Now that ManyChat and DM Tracker are set up, let’s run your first campaign.

Step 1: Create the Post

Create a high-value piece of content:

• Reels: Before-and-after transformations, client case studies, quick tips
• Carousels: Step-by-step guides, list posts (e.g., “5 mistakes keeping you stuck”)
• Static posts: Quote graphics, testimonials, results

Step 2: Add the CTA in the Caption

End your caption with a clear call to action:

Want my free [name of lead magnet]?

Comment GUIDE below and I'll send it to your DMs 👇

Use your ManyChat keyword (in this example, “GUIDE”).

Step 3: Publish the Post

Post it to Instagram. Your automation is live. Every comment triggers the ManyChat sequence.

Step 4: Monitor Replies in Instagram

As leads comment “GUIDE”, ManyChat sends the automated sequence. When leads reply with questions, you respond manually in Instagram.

Step 5: Manage Follow-Ups in DM Tracker

Open DM Tracker daily. Check the follow-up board. See who needs a 1st, 2nd, or 3rd follow-up. Send follow-up messages in Instagram.

Step 6: Track Performance

At the end of the week, go to DM Tracker’s Statistics tab. See:

• How many outreach messages were sent (via ManyChat automation)
• How many replies you received
• Your reply rate
• Which leads are in each follow-up stage

Use this data to improve your outreach scripts and follow-up timing.

Common Setup Issues and How to Fix Them

Issue 1: ManyChat Says “Cannot Connect to Instagram”

Cause: Your Instagram account is not a Business or Creator account, or it is not connected to a Facebook page.

Fix:

1. Go to Instagram Settings → Account
2. Switch to Business or Creator account
3. Connect to a Facebook page (Settings → Linked Accounts → Facebook)
4. Try connecting ManyChat again

Issue 2: ManyChat Automation Is Not Triggering

Cause: The keyword does not match, or the automation is not published.

Fix:

1. Go to ManyChat → Automation → Your Flow
2. Check that the keyword is correct (case does not matter, but spelling does)
3. Make sure the flow is Published (button in top right)
4. Test the flow by commenting the keyword yourself

Issue 3: DM Tracker Shows No Conversations

Cause: ManyChat is not connected, or you have no recent Instagram DM activity.

Fix:

1. Go to DM Tracker Settings → Integrations
2. Make sure ManyChat shows “Connected”
3. If not connected, click “Connect ManyChat” and authorize
4. Go to Instagram and send yourself a test DM to trigger activity
5. Refresh DM Tracker. The conversation should appear within 1-2 minutes.

Issue 4: Follow-Up Board Is Empty

Cause: No conversations have reached the follow-up stage yet, or the timing has not triggered.

Fix:

1. Wait 24 hours after your first conversations start (default 1st follow-up timing)
2. Check DM Tracker Settings → Follow-Up Configuration to see your timing rules
3. Manually move a test contact to a follow-up stage to see how it works

Issue 5: DM Tracker Is Not Syncing New Conversations

Cause: ManyChat connection expired or was disconnected.

Fix:

1. Go to DM Tracker Settings → Integrations
2. Disconnect ManyChat
3. Reconnect ManyChat (authorize again)
4. New conversations should start syncing immediately

Best Practices for Your ManyChat + DM Tracker Setup

1. Keep ManyChat Automation Short

Do not send 10 automated messages. Two or three is the sweet spot. After that, let the conversation go manual. Automation warms up the lead, you close the deal.

2. Test Every Automation Before Publishing

Broken links, typos, or confusing sequences destroy trust. Test your ManyChat flows before going live. Send the automation to yourself and make sure everything works.

3. Check DM Tracker Daily

Open DM Tracker every morning. Check the follow-up board. Send follow-ups to everyone in the 1st, 2nd, 3rd, and 4th Follow-Up stages. Consistency wins.

4. Use Saved Replies in Instagram

If you find yourself typing the same answers repeatedly (“Yes, we offer payment plans”), save them as Instagram Quick Replies. This speeds up manual replies.

5. Track Outreach Performance Weekly

At the end of each week, check DM Tracker’s Statistics tab. See your reply rate, outreach volume, and follow-up success. Use this data to improve your scripts.

6. Customize Follow-Up Timing for Your Sales Cycle

If you close high-ticket deals ($2K+), your follow-up timing might be longer (1st follow-up: 2 days, 2nd: 5 days, 3rd: 14 days). Adjust DM Tracker’s follow-up stages to match your sales process.

7. Tag Leads in DM Tracker

Use tags to organize your pipeline: “Booked Call”, “Objection - Price”, “Payment Plan”, “Hot Lead”, “Closed - $2,500”. This makes filtering and reporting easier.

What to Do After Setup

Your system is live. Here is what to focus on next.

Week 1: Test and Refine

Run your first campaign. Post content with your ManyChat CTA. See how many people comment. Check your reply rate in DM Tracker. Refine your automation based on feedback.

Week 2: A/B Test Your Scripts

Create a second ManyChat flow with slightly different messaging. Run both and compare reply rates in DM Tracker. Double down on the winner.

Week 3: Add More Automations

Build additional ManyChat flows for different lead magnets, offers, or content types. More automations = more ways to capture leads.

Week 4: Scale Volume

Once your system is converting, increase content output. Post 5-7 times per week with ManyChat CTAs. More posts = more comments = more leads.

Get Started Today

You now have everything you need to set up ManyChat and DM Tracker. Total time: 20-30 minutes.

What you get:

• Automated lead magnet delivery (ManyChat)
• CRM tracking of every conversation (DM Tracker)
• Follow-up reminders so no lead goes cold
• Outreach analytics to measure performance

Cost: $54/month (ManyChat Pro $15 + DM Tracker $39)

One $2,000 sale pays for 3 years of the stack.

Related guides:

• Best Instagram Sales Stack 2026
• ManyChat CRM: The Missing Layer
• ManyChat Instagram DM Automation Guide
• DM Tracker Integrations