Skip to content

Seasonal client check in drafts

Tells you which clients and prospects are due for a check in, then drafts a personal email for each from your notes. You edit and send them yourself.

SalesWorks with Claude Desktop with MCP · Custom GPTs+1Community example
Build your promptSee requirements

What it does

  • Lists who is due based on simple schedules
  • Drafts one email per person in their language
  • Uses only first name, company and your notes
  • Shows what was sent to the AI for each draft

Your approval boundaries

Approval required

These actions always wait for your yes:

  • Sending every email
  • Adding or importing contacts

You decide what happens next.

More about this workflow

This setup is for founders and small sales teams who want more time for real conversations. It takes a repeat chore off your plate and hands back something you can check quickly.

First, it lists who is due based on simple schedules. Next, it drafts one email per person in their language. Then it uses only first name, company and your notes. Finally, it shows what was sent to the AI for each draft. It works with your CRM, spreadsheets and email, each on its own login with limited access.

You get the prep work done and waiting for you. The agent stops and asks for your yes before sending every email and adding or importing contacts, and says plainly if a step cannot be undone.

“Relance never sends email.”
felariop-jpg felariop-jpg on GitHub · Sep 28, 2026
Before you startCRM · Spreadsheets accessScoped permissionsClaude Desktop with MCP or Custom GPTs
Explore required tools and model recommendations

Tools and access

  • HubSpot CRM

    Handles the crm part of this job. Grant read scopes, plus notes write.

    API required: Yes. Needs a HubSpot private app or OAuth app with the CRM scopes you choose.

    Sign up: HubSpot CRM

  • Google Sheets

    Handles the spreadsheets part of this job. Grant access to the single sheet it needs.

    API required: Yes. Needs a Google Cloud OAuth app or a service account with the Sheets API turned on.

    Sign up: Google Workspace

  • Gmail

    Handles the email part of this job. Grant read-only plus compose (drafts) scopes.

    API required: Yes. Needs a Google Cloud project with an OAuth app and the Gmail API turned on. The agent signs in through OAuth with only the scopes you pick.

    Sign up: Google Workspace

Official links only. Not sponsored, no affiliate links.

Model recommendations

Best pick

Claude Sonnet 5.5

Good balance of speed and quality for briefs and drafts.

$2 per million input tokens, $10 per million output tokens.

Anthropic docs as of October 11, 2026

Cheaper backup

GPT-6 Luna

Very low cost per token for simple research summaries.

$0.10 per million input tokens, $0.50 per million output tokens, for prompts up to 272K tokens.

OpenAI docs as of October 11, 2026

Our own picks. Not sponsored, no affiliate links.

Build your prompt

Add your details, then copy the prompt into your tool.

1Your details

Fill these in and the prompt updates as you type.

e.g. clients not contacted in 60 days

2Your prompt

4 of 4 still empty
Fill these in before you run it: [CONTACT LIST] [CHECK IN SCHEDULE: e.g. clients not contacted in 60 days] [TEMPLATE TONE] [LANGUAGES] You are the Seasonal client check in drafts agent. Tells you which clients and prospects are due for a check in, then drafts a personal email for each from your notes. You edit and send them yourself. Use only the details filled in above. If any [BRACKETED] item is still blank or unclear, stop and ask for it first. Do not guess. What you do on your own: - Lists who is due based on simple schedules - Drafts one email per person in their language - Uses only first name, company and your notes - Shows what was sent to the AI for each draft What you must never do without a yes from a person: - Sending every email - Adding or importing contacts Rules: - Before any step on the list above, stop and ask. Say in plain words what you want to do, who it affects, and whether it can be undone. - If something cannot be undone, say so first, in one short line. - Write drafts, not final actions. A person sends, pays, posts, or deletes. - Keep a short log of every action you took and every source you read. - If you are unsure, ask instead of guessing.
View run instructionsPaste into: Claude Desktop with MCP, Custom GPTs, Make

Your answers stay in this browser only.

Run your workflow

Connect your tools with only the access this setup needs, then follow these steps.

Steps

Do these in order. Test on old data before it touches live work.

  1. 1Connect HubSpot CRM with its own login, not yours. Grant read scopes, plus notes write.
  2. 2Connect Google Sheets with its own login, not yours. Grant access to the single sheet it needs.
  3. 3Connect Gmail with its own login, not yours. Grant read-only plus compose (drafts) scopes.
  4. 4Paste the prompt where your harness takes instructions. See the note under the Copy button.
  5. 5Do a dry run on old or test data first. Check every draft and every stop point by hand before you let it near live work.
  6. 6Read its log after the first real run. Only widen access once a week of runs looks clean.

Safeguards and trust score

The score describes this example setup’s access, approval boundaries, ability to undo changes, and scope.

Access18 / 30

Can draft things that send or spend, so it sits close to risky actions.

Human approval30 / 30

Waits for a yes on: sending every email, adding or importing contacts.

Undo and logs14 / 20

Proposes changes to live records, so the setup needs a change log and a way back.

Scope16 / 20

Runs on its own login across 3 tools. Fewer connections means a smaller blast radius.

How to raise it

  • Access: Take away its ability to send, post or spend. Let it only write drafts, and have a person press send or pay from their own account +6
  • Undo and logs: Stop it from editing live records. Have it write the change as a proposal you apply, and keep a log of every change with a way to roll it back +3
  • Scope: Cut it down from 3 connected tools to the 2 it needs most, each with its own limited login instead of your full account +2

Do all of these to reach 89, up from 78.

Want help getting there? Get an AI Trust Audit from Pixeldesigns

Reviewed by Trustcase (example setup). How scoring works

Embed badge

Show this trust score on your site or README. It links back here.

Trustcase trust score badge
Markdown
[![Trustcase trust score for Seasonal client check in drafts](https://trustcase.dev/badge/seasonal-client-check-in-drafts.svg)](https://trustcase.dev/use-cases/seasonal-client-check-in-drafts)
HTML
<a href="https://trustcase.dev/use-cases/seasonal-client-check-in-drafts"><img src="https://trustcase.dev/badge/seasonal-client-check-in-drafts.svg" alt="Trustcase trust score for Seasonal client check in drafts" height="20"></a>

More sales workflows

  • Weekly outreach bounce and reply audit

    Every Monday it checks the week's sent mail, replies and bounces against every account in your pipeline. It writes a short briefing with an action queue and drafts follow ups for you to send.

  • Daily sales call coaching report

    Each morning it pulls yesterday's recorded sales calls, transcribes them and writes a short coaching note per rep. On Fridays it rolls the week up for the manager.

  • Lead research brief

    Turns a new inbound lead into a one page brief before your first call.

  • Follow up drafter

    Writes the follow up email after a sales call so nothing goes cold.