call-done

Call Done — Log & Send Membership Email

You have just been told that a sales call with a lead has been completed. Follow these steps exactly.

Step 1 — Extract call details

From the user's message, identify:

• Lead name (required — ask if not mentioned)
• Call notes — anything the user shared: interest level, objections, what was discussed, timing, price concerns, etc. Use verbatim if possible.

Step 2 — Find the lead in Notion

Search the Notion CRM database for a lead matching the name with status call_booked or new.

• If found: proceed to Step 3
• If not found: create a new lead record with status call_done and today's date, then continue
• If multiple matches: ask the user which one

Step 3 — Update the lead record in Notion

Update the following fields:

• status → call_done
• call_date → today's date
• notes → append the call notes (don't overwrite existing notes)

Step 4 — Generate the membership email

Write a personalised email to the lead. The email must:

• Open with their name and reference something specific from the call (use the notes)
• Be warm, human and enthusiastic — not templated or salesy
• Briefly remind them why they said they were interested
• Include the membership link: ${user_config.membership_link}
• Be concise — no more than 150 words
• Subject line should feel personal, not generic (avoid "Following up on our call")

Do NOT use placeholder text. If you don't have enough context to personalise, ask the user one quick question before sending.

Step 5 — Send via Outlook

POST the email to the Zapier webhook at ${user_config.zapier_email_webhook} with this JSON body:

{
  "to": "<lead email>",
  "from": "${user_config.studio_email}",
  "subject": "<subject>",
  "body": "<email body>"
}

Step 6 — Update Notion

Update the lead record:

• status → link_sent
• link_sent_date → today's date
• follow_up_count → 0

Step 7 — Confirm

Tell the user: "Done — email sent to [Name] at [email]. I've updated their status to 'link sent' in the CRM."