Automate Your Follow-Ups with an AI Agent 🤖

I was spending on average two to two and a half hours every single week following up with people that jumped on a call with me and they said they're interested in my service or something that I do and I should send more information.

And every time I send more information, there's a big chunk of people that just do not respond and they start ghosting me.

But the same happens with candidates.

Sometimes somebody's like, hey, I need a job, can you place me?

And I try doing that, and then they ghost me.

Happens with all of us.

I tried solving this problem using CLAUDE code and built kind of an AI agent that goes into, my pipeline and sees who did not respond to me.

Where if they're in a stage, my stage is called proposal Sent or Agreement Sent or something like that.

If they do not respond, it automatically triggers.

I will show you quickly how I built this.

I think, if you are watching this, you are somewhat, trying to do things with Claude and you may have built some routines and an AI agent and a routine is, I think it's interchangeable terms.

And you can just set up something to run on a schedule basis which looks kind of like this.

You can go here in your CLAUDE AI, code and routines.

And I have three right now.

I have one which shows me my Sunday priorities.

One that does all my follow ups and then a morning brief that runs every single day.

This one right now connected to Gmail, Slack, Atio, which is my CRM.

I also have it connected to Hareech.

I just disconnected it because I don't want to do LinkedIn follow ups anymore.

And then it tells you when this ran as well.

I don't come here often.

I actually just came to connect a, connector.

I usually operate from within, my cloud code, which is in, anti gravity.

Now for recruitment business, businesses specifically, this could be for in two different areas, which is clients that did not respond to you or that are ghosting you and candidates, clients mostly in recruiting businesses.

The pipeline is not as big on a weekly or monthly basis.

It may be just five people, eight people that spoke with you.

They're like, hey, we have a position, or you reached out to them and a conversation started.

So it's always a comparatively leaner pipeline on the client side.

On the candidate side is more heavier.

So that's why I'm saying both use cases can work.

How do you do this and what do you, what do you get out of this?

one cloud code agent on both sides of the desk.

How does it Work.

yeah.

So I'll explain you simple steps.

Step one, it scans for the leaks.

Scans for leaks means who is closing you.

So you send a proposal, they didn't respond.

You send a message to a candidate, they start stop responding after one reply.

Maybe you asked a question and they didn't respond.

It starts a tailored follow up, not a generic one.

You can totally tailor the message to every single person based on what they said on a call.

If they said, I want to start next week and now they're not responding, you can quote them.

and AI can do this for you.

Stops at five follow ups right now because I'm testing this.

I don't want to be aggressive and annoying.

I would rather work with people that after five touch points if someone is not responding honestly I don't want to work with them because if they don't have the time, to come and work on this collaboratively because that's how we do most of the things.

I would rather focus my energy on somebody that is willing to do it, that has time and gives importance to improving their systems strategy going forward.

how can you build it now?

So simply put, I have built this myself so I will not be doing the exact steps.

I'm trying to explain the concept and make this easy for you so you can do it on your end.

But feel free to copy these messages from here and just paste them into your Slack and just tweak with your own tool the name of your tools and it will, it will work.

step one is connecting your stack so mine is already connected.

You will just say to your Claude, connect my CRM, my ATS, LinkedIn outreach tool, email and whatever you use for communication.

I use Slack and I'm connecting Slack so that my CLAUDE can come back and then tell me that, hey, these follow ups have been done.

wait, no, this was my daily update.

Yeah, here, these are skipped because I emailed.

yeah, most of them are skipped because I think they were already emailed.

But it tells me 37 leads checked, three drafts created.

Review Gmail before sending.

So I am not allowing it to send on my behalf.

It creates drafts in my email and I go ahead and I send them.

but I sent this message to my cloud here and I said, hey, do I have all the tools connected with cloud code to build a follow up agent?

Let me verify.

Connected, Connected, Connected.

Stardex not connected because I'm moving to a new ATS system.

So step one is done.

Tools are connected.

Step two, teach it what Is a leak or what is how to define someone ghosting you.

So I would say if you have a deal in a certain stage of the pipeline and it's setting sitting there for X days, this can trigger same for candidates.

If you have a candidate that you put into a certain job pipeline and they have not responded in X days, could be one or two days even this triggers so you are just defining the trigger here.

For each one you will pull the name, company role, last contact date.

So it has all the context to draft that message.

Then step three rules for the follow up.

What should you say?

How many messages, email, LinkedIn, SMS or only email?

Depends.

You just need to connect the tool to send this out of and the scheduled routine will run for you.

So you can do even like three different platforms, multi channel follow ups just automatically running in cloud.

so define the tone, define how many messages you want to send.

Here some rules for setting this out and then email to draft LinkedIn to your tool.

This is my rule right now.

It comes in here and it makes these draft emails.

I open these emails and I send them up.

because I still want to control this, I don't want it to automatically send emails on my behalf.

LinkedIn why am I connecting Heyreach?

Because a reach is my LinkedIn outreach tool.

Because LinkedIn doesn't allow you to just go in and nothing can go in and automatically send a message on my behalf with email.

The G, the I think it's the G suite MCP that allows us to do that.

So do not send auto emails.

I will recommend this.

Otherwise sometimes AI can then hallucinate and send an email when you have not when you say hey, create this draft and it may send an email.

So this is a hard rule.

I don't allow it to send emails.

create every follow up in Gmail for me to review.

If it's for LinkedIn, push it to a Hay Reach sequence and just have one sequence set in Hay reach, which can be called like follow ups or something.

Step 5 Put it on a schedule.

and all of this, all these things you will just copy this, paste it into your Claude here or the Claude app like wherever you use your Claude and it will do the job even if it is in terminal.

where are we in Claude here?

Let's see.

Yeah, okay, so I'm in Claude.

You can even paste it here.

If you use it in the like regular cli, you can use this too.

Go one agent contributing directly to revenue.

How?

Because most it's just a game of follow ups.

I just got an email reply from somebody I sent probably seven follow ups to and now they just said I got too busy because people do get busy.

So this can totally bring you one to two extra close deals can also buy you back 2ish hours.

on the candidate side also you can always have your pipeline, engaged and active.

So always have candidates that are ready to go.

If you do not understand this, if you feel like, I'll put in a video here as well on this landing page.

If you do not understand how to set this up, you can either book a call with me, my team and brainstorm or come and join our community.

We will set this up for you as part of you just joining our community.

That being said, I through I hope and wish you set this up and you get a few deals through that you were missing out on before.

Thank you so much and looking forward to recording the next video for you.

Cheers.