Automate sales processes for NPOs

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today we're going to see an autof follow-up system build within our table that allows us to send automatic followup based on specific events and triggers the reason here is that a lot of deals are lost because we simply didn't remember to follow up either from a Col no show so the prospect didn't show up for the call and we forgot to reach out and uh reschedule the call or the prospect asked to reach out in 30 days and we didn't forget and we forgot to follow up so this is a system that allows you to solve this problem we're going to see uh this five different components from the setup till uh the actual different automations that are present over here so I want to start off by showcasing the uh air table setup that we have over here uh this is air table CRM and we have three main components related to the CRM which are the opportunities the interruptions and the contacts opportunities are every stage of the deal interactions are the different actions uh that we do uh within the different contacts whether those are calls uh emails DMS and so on and then contacts are the actual contacts that are present so first off the first thing uh that we're going to see is um we're going to see an example of this applied on a call noow for example so when you schedule a call with a prospect and the prospect doesn't show up so what what happens in in this instance so first off we start off with a core record within our table um and when we change the status to noow we start the uh follow-up trigger so uh let me show you an example on the interactions over here here we have a call um here we have the call with information such as the date um and different things to who the um is the attend of the call is the contact related to the call and the the first thing that we have to do over here is we need to change the status of the C so after uh the C is finished what we can do is we can change the status to not show for example when we change the status to not show this will trigger um a sequence like the following uh this is an N table automation that uh triggers a automation so what happens here is when a status is updated and the status is no show we run a script which is the C noow followup script this run right now and we are we will actually see how this actually worked so what happens here is um this is the trigger so the code is marked as a noop we start by sending the first followup message uh here the message that we send is uh seems like we miss each other let's find a better time what's a good time for you so very soft message for the followup we log the email uh we log the um the email that we sent out and then we add the contact to a no show sequence so um let me let me also go through here and show you this second component that we are going through so this is what we are doing right now we add the contact to a no show followup quence so this is the the third component that we have over here um if we check the contact here for example we see that the contact has an email sequence associated with a sequence number and then also as a followup date so the follow-up date is something that we add directly here when we uh add the contact to col no show and basically what we do here is is we take the today uh date we add two dates and that is our followup uh example our follow upd so then what we have inside here is we have a formula the formula here is to check whether the followup is in the future or not this is used to trigger the um the third component of the automation that I showed over here so when the followup is passed and the lead didn't respond we trigger the next sequence so uh let me show you the automation within uh a table this is the um the automation within a table so um that happens every time uh there's a followup uh and the lead didn't respond to the last IML this is pretty key uh because we can use this as a uh reference to not trigger the uh the followup if the lead actually responded and we will see how the actual how this leads respond works so again this automation triggers uh make.com and this is another automation that we have uh inside here which is called followup system email sequences so what happens over here is that when the follow-up time uh elapsed we get the contact and then here we uh have the type of followup that we can use keep in mind that this system right now is created with only one type of followup in mind but what we possibly can have is we can have multiple types of follow-ups over here so for example let's say that we have reach out in 30 days and then here we use email sequences equal to uh reach out in 30 days so in this way um we created another type of followup and then what we can do over here is we can either create a follow-up sequence like the one that we created before or we can um or we can use a different um a different type of followup so whether an automatic email send or a alert on for example our email or our slack uh to reach out uh but yeah let's focus let's focus on on this part here what we do is we um we start a sequence uh a follow-up sequence over here where if the email sequence is equal to one we send the second followup uh and then we do the same operations that we did before we add the log and then we update the sequence number adding the log means adding another uh interaction within a table so in this way we can actually keep track of all the interactions that we have within each Prospect and in the future we can also reference those and do an analysis on the type of interaction that we have and how many action do we need to actually close the Prospect and all sort of different information like that what we do uh here is we update the follow-up sequence so um so we update the sequence number to CH and then we add uh true dates to the followup date keep in mind you can add as many data as you want or you can make this Dynamic if you wanted to and then when we add the two dates the sequence will uh we restart over here so we um if the follow-up time elaps and the sequence is equal to one we will send the followup email number three now as I mentioned before this is all good but we don't want to re to send a follow-up sequence to lead that actually respond so how do we monitor this part related to how do lead respond and that is where the fourth component comes in which is um a component to check uh our actual email and uh to see which email we uh we get from the prospect this is the third Automation and as you can see here it seems way more complicated than it seems but this is an actual system of automation so not only one is needed but multiple a multiple set of of automations is needed so in this this um in this part what we do is we check for emails on a daily basis so we check for emails that are related to that specific day we aggregate those and then here we um we get all the contacts that we have within our CRM and aggregate those and this is the the the interesting part so we iterate over the emails that we have within uh that specific data we check for the email sender so we check for uh who is actually the email sender of those emails and if the email sender is present within our actual CRM then we uh we save those emails otherwise we don't save them and um then what we do is we iterate on the relevant emails that we uh we got we check if the interaction is already present so if that if the interaction is already present we don't need to we add there and if it's not present we again add the interaction the interaction over here is with all the different information uh about uh the time the the subject as well as the contact on the content of the email as well as other F such as sent interaction and then here what we do is we find the contact email and then we update the replied to last email uh so the part that I mentioned at the beginning uh this uh this component over here responded to last email is equal to um to unchecked uh in this way we check this so This is actually not uh Trier so yeah this was uh this was the system as you can see here uh just to set up a c no show uh there are a couple of different components so if you want to uh if if you want to build something similar and if you want to build that out um you can find the uh templates down in the description and uh keep in mind that those can be um augmented and updated depending on your needs and if you need help implemented that please reach out and we can have a quick call and see how can I help with the implementation other than that hope this was valuable to you and uh uh have a nice day bye-bye