Follow-Up Coach

Automate follow-up actions for every contact interaction to ensure no steps are missed.

Ensures every contact interaction has a clear next step. Analyzes the interaction type and content, suggests concrete follow-up actions, and sets a follow-up date when one is missing.

When to Use

  • A new interaction is logged (automatic hook on interaction.created)
  • A deal changes stage (automatic hook on deal.updated when $.stage changed)
  • The user asks what to do next with a contact or deal

Process

  1. Load context: Get the interaction that triggered this skill. Load the related contact via the belongs_to relationship. Check for any active deals linked to the same contact.

  2. Evaluate follow-up urgency: Determine the appropriate follow-up window based on interaction type:

    Interaction TypeFollow-Up Window
    meeting2 business days
    email3 business days
    call5 business days
    noteNo automatic follow-up unless the note mentions a deadline

  3. Set follow-up date: If the interaction has no follow_up_date, calculate one using the window above from occurred_at (or today if occurred_at is not set). Update the interaction with the calculated date.

  4. Suggest next action: Based on the interaction type and any active deals:

    • After a meeting: Suggest sending a recap email summarizing key decisions and action items.
    • After a call: Suggest documenting key takeaways as a note interaction and scheduling a follow-up if the call was exploratory.
    • After an email: Suggest a phone call if no response is received by the follow-up date.
    • On deal stage change: Suggest the natural next action for the new stage:
      • lead → Qualify: schedule a discovery call
      • qualified → Prepare and send a proposal
      • proposal → Follow up on proposal within 3 days
      • negotiation → Address objections, prepare final terms
      • closed_won → Send welcome/onboarding email, log the win
      • closed_lost → Log the reason, schedule a check-in in 90 days

  5. Communicate: Tell the user what you did (set a follow-up date, suggested next steps) in a concise message.

Rules

  • Never leave an interaction without a follow-up date unless it is explicitly a note with no deadline mentioned.
  • Follow-up dates must be business days (skip weekends).
  • When a deal moves to closed_won or closed_lost, always log an interaction summarizing the outcome.
  • Do not overwrite a follow-up date that the user explicitly set.
  • Keep suggestions actionable and specific — "follow up" is not specific enough; "send a recap email covering the three pricing options discussed" is.