sales-coach

SRED.ca Sales Coach Plugin

An automated weekly sales coaching system for SRED.ca. Powers the "John" coaching persona for Evan Batchelor's weekly VAPI voice coaching calls — from data gathering through report delivery.

Overview

The system runs in three phases every week:

Monday 6:00 AM — Weekly Prep (automated)
  ↓ Pulls prior Mon-Sun data from Fireflies, HubSpot, HeyReach, Gmail
  ↓ Synthesizes Pre-Session Brief
  ↓ Injects brief into VAPI system prompt

Monday (Evan calls when ready) — Live Coaching Call
  ↓ Evan dials +1 (571) 498-9194
  ↓ 12-20 min voice session with "John" (VAPI + Claude)
  ↓ Transcript captured via Fireflies

Monday–Wednesday (automated, hourly) — Post-Session Processing
  ↓ Detects completed VAPI call transcript
  ↓ Generates Evan's Coaching Report (PDF)
  ↓ Generates Jude's Manager Summary (PDF)
  ↓ Creates Gmail draft to send Evan his report
  ↓ Updates evan-profile.md (living knowledge base)
  ↓ If no transcript by Tuesday 5pm → gentle nudge to Evan
  ↓ If no transcript by Wednesday 5pm → alert to Jude + Evan

Components

Skills

Skill	Purpose	When to Use
sales-coach-weekly-prep	Monday 6am data pull + brief generation	Scheduled (Monday 6am) or manual prep
sales-coach-post-session	Post-call report generation + profile update	After VAPI call completes

Reference Files

File	Used By	Purpose
references/pre-session-brief-template.md	weekly-prep, post-session	Data gathering methodology + 11-section format spec
references/stage-specific-evaluation.md	weekly-prep, post-session	Pipeline stage evaluation criteria (all 6 stages)
references/sdt-coaching-framework.md	weekly-prep, post-session	SDT ladders, Kreek frameworks, session analysis
references/report-content-guide.md	post-session	Tone rules and examples for both reports

Key Files in the Project Folder

File	Purpose
evan-profile.md	Living knowledge base — updated after every session
evan-personal-goals.md	Evan's personal SMART goals — PRIVATE, Evan + Coach only
outputs/pre-session-brief-[DATE].txt	Weekly data brief (generated Monday 6am)
outputs/coaching-report-[DATE].pdf	Evan's post-session PDF
outputs/manager-summary-[DATE].pdf	Jude's confidential post-session PDF
outputs/vapi-prompt-assembled-[DATE].txt	Full VAPI system prompt for manual update

VAPI Configuration

Setting	Value
Assistant ID	401905cf-f38f-4277-8bee-814916aaf2c0
Phone	+1 (571) 498-9194
Voice	ElevenLabs Josh
Model	Claude Sonnet 4
First message	"Hey Evan, it's John. How you doing?"

System prompt update: The static prompt (John's persona, methodology) lives on the assistant with {{PRE_SESSION_BRIEF}} and {{PERSONAL_GOALS}} placeholders. The weekly prep task injects fresh data via agents/update_vapi_prompt.py (uses http.client to bypass Cloudflare WAF). Requires VAPI_API_KEY environment variable.

Setup

Required Integrations

Service	Status	Notes
Fireflies MCP	Connected	Meeting transcripts, speaker attribution
HubSpot MCP	Connected	Pipeline data, email history (Evan owner ID: 228172981)
Gmail MCP	Connected	Jude's mailbox — for creating draft to send Evan
HeyReach	Browser automation	No API — Claude in Chrome at app.heyreach.io
VAPI	Connected	Manual system prompt update required (see above)
sred-doc-creator skill	Required	PDF report generation (located dynamically at runtime)

Scheduled Tasks

Create two scheduled tasks (or verify they exist):

1. sales-coach-weekly-prep — 0 6 * * 1 (Monday 6am ET)

   • Runs the weekly prep skill
   • Generates pre-session brief and assembled VAPI prompt

2. sales-coach-post-session — 0 * * * 1,2,3 (hourly Monday-Wednesday)

   • Polls for completed VAPI transcript via Fireflies
   • Skips if reports already exist for the current week
   • Sends a gentle email nudge to Evan at Tuesday 5pm if no call yet
   • Sends an alert to both Jude and Evan at Wednesday 5pm if still no call
   • Nudges are de-duplicated via a marker file and stop once the transcript is found

PDF Generator Dependencies

The post-session report scripts require the sred-doc-creator skill:

Path: skills/sales-coach-post-session/scripts/
Scripts: generate_coaching_report.py, generate_manager_summary.py

Both scripts dynamically locate sred_doc.py at runtime by searching:
  1. SRED_DOC_PATH environment variable (if set)
  2. Relative paths from the script location
  3. /sessions/*/mnt/.claude/skills/sred-doc-creator/scripts/

Fonts (Anton, Lato) are downloaded and cached on first run. Network access required once.

Usage

Running the Weekly Prep Manually