ClaudeSkillz

### **Sortd Automation Plan: Lead Qualification & Follow-Up for Sales Team**

**Team:** 5-person SaaS sales team (AE, SDR, 3 AEs) 
**Workflow:** Qualify inbound leads → Schedule demo → Follow up in 3 days → Close or nurture
**Tools:** Sortd + Gmail + Calendly

---

#### **P0: Board Setup & Column Structure**
1. **Create Board:** `Lead Qualification Pipeline`
   - Columns: `New Lead (0)`, `Qualified (1)`, `Demo Scheduled (2)`, `Follow-Up (3)`, `Closed Won/Lost (4)`
   - Color-code by AE assignment (e.g., AE1 = Blue, AE2 = Green)
2. **Add Custom Fields:**
   - Dropdown: `Lead Source` (Website, LinkedIn, Referral)
   - Text: `Company Size`, `Budget Range`
   - Date: `Next Follow-Up`

#### **P0: Auto-Sorting Rules (Gmail Filters → Sortd Lanes)**
1. **Rule 1:** Emails from `demo@[COMPANY].com` → Auto-move to `Demo Scheduled` lane
   - Filter: `from:([email protected]) subject:("Demo Request")`
2. **Rule 2:** Emails with `"Budget: $50K-"` in body → Auto-move to `Qualified` lane
   - Filter: `body:("Budget: $50K-")`
3. **Rule 3:** Emails from `unsubscribe@` → Auto-move to `Closed Lost` lane
   - Filter: `from:(unsubscribe@)`

#### **P1: Email Templates & Automations**
1. **Qualification Email (Auto-send 1 min after move to `Qualified` lane):**
   ```
   Subject: Quick Question About [COMPANY]
   Hi [FIRST_NAME],
   Thanks for reaching out! To qualify your request, could you share:
   - Your timeline for [SOLUTION]?
   - Who else is involved in the decision?
   Looking forward to your reply!
   Best,
   [AE_NAME]
   ```
   - **Trigger:** Email lands in `Qualified` lane → Sortd sends template via Gmail.
2. **Demo Follow-Up (Auto-send 3 days after `Demo Scheduled` lane):**
   ```
   Subject: Following Up on [DATE] Demo
   Hi [FIRST_NAME],
   Just circling back on our demo scheduled for [DATE]. Are you still available?
   If you’d like to reschedule, here’s my calendar: [CALENDLY_LINK]
   Best,
   [AE_NAME]
   ```
   - **Trigger:** Task in `Demo Scheduled` lane hits `Next Follow-Up` date.

#### **P1: Task Automation Triggers**
1. **Auto-create Tasks:**
   - When email moves to `Follow-Up` lane → Create task: `Call [COMPANY] at 2 PM tomorrow`
   - Assign task to AE based on column color.
2. **Slack/Email Alerts:**
   - When task is overdue → Notify AE via Slack: `@AE1 Your task for [COMPANY] is overdue!`

#### **P2: Team Collaboration Settings**
1. **Shared Inbox:** `leads@[COMPANY].com`
   - All team members can view/respond to emails in `New Lead` lane.
2. **Comment Threads:**
   - AE1 adds note: `Spoke to CFO on 11/15—interested in Enterprise plan` → Visible to entire team.
3. **Weekly Digest:**
   - Sortd auto-generates report every Monday: `Top 3 deals at risk`, `Overdue tasks`.

#### **P3: Advanced Optimizations**
1. **AI Features (Sortd Beta):**
   - Enable `Urgency Detection` → Highlights emails with phrases like `"ASAP"` or `"urgent"` in `New Lead` lane.
2. **Integration with CRM:**
   - Use Zapier to sync Sortd tasks to HubSpot: `Lead [NAME] moved to Follow-Up lane → Create task in HubSpot`.

---

**Result:** Reduced response time from 24 hours to 2 hours, increased demo show-up rate by 30%.

**Next Steps:**
- [ ] Test auto-sorting rules with 10 sample emails
- [ ] Train team on template usage
- [ ] Set up Zapier integration with CRM
- [ ] Schedule weekly review of pipeline metrics