Automatically email clients at 30, 60, and 90 days of silence

Every week it checks your client list and emails anyone you haven't contacted in 30, 60, or 90 days.

How the work actually flows

It branches. Exactly one path is taken; runs once per each client due for contact.

Pattern: Exclusive Choice (4) · Multiple Instances with a priori Run-Time Knowledge (14)

flowchart TD trig(["weekly Monday schedule"]):::trigtime s0[("Read client list")]:::store s1["Calculate days since contact"]:::task s2["Filter clients due for contact"]:::task s3[["Send personalized check-in email"]]:::mi trig --> s0 s0 --> s1 s1 --> s2 gx{"× which milestone reached"}:::gate s2 --> gx p00["send 30 day email"]:::task gx -->|"30 day check-in"| p00 p10["send 60 day email"]:::task gx -->|"60 day check-in"| p10 p20["send 90 day email"]:::task gx -->|"90 day check-in"| p20 p00 --> s3 p10 --> s3 p20 --> s3 out[/"Check-in emails sent to due clients"/]:::out pay{{"Keeps client relationships warm automatically"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemA record or sheetOne path onlyResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
Email AutomationSpreadsheet & Database Ops
Connects
Google SheetsGmail

The problem it solves

You know staying in touch keeps clients loyal, but tracking who you last talked to and remembering to follow up falls through the cracks when you're busy. Relationships go cold without anyone noticing until it's too late. A simple check-in could have kept the client engaged.

Who it fits

A service business or account manager who wants to stay in touch with clients without tracking it manually.

How it works

  1. Every Monday morning, the system reads your full client list
  2. It calculates how many days have passed since each client's last contact
  3. It filters for clients at exactly 30, 60, or 90 days
  4. It sends each one a personalized check-in email from Gmail, worded for their milestone
What you get

Client relationships that never go quiet

Clients you haven't spoken with in a while automatically receive a warm, personalized check-in email.

What you get

Automatic check-in emails sent to clients who are due for a follow-up.

What you need

A Google Sheets account and a Gmail account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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