Owner: Shahzaib Abbas (Marketing Manager)
Contributors: Umar Farooq (ClickUp + meeting booking) · Andrew Herbert (WhatsApp channel, review authority)
Entity: REMAP.ai + PrivateAI (both)
Status: v0.9 · In Progress · Pending Andrew Herbert review
Version: 0.9 | Last updated: 2026-06-23
What this workflow does: Captures leads who find RemapAI and PrivateAI through organic channels — website, Google search, social media, and Andrew's personal brand — qualifies them, and routes them to a booked discovery meeting with Andrew.
What triggers it: An inbound inquiry arrives via any channel — website contact form, direct email, LinkedIn DM, or Andrew's WhatsApp. Always-on, 24/7.
What it produces: A qualified inbound lead with a booked discovery meeting on Andrew's calendar and a ClickUp card created by Umar.
Why it matters: Inbound leads are the highest-intent prospects in the pipeline — they came to us. Slow response times kill conversion. Getting response time under 5 minutes — ideally via an AI agent — turns inbound traffic into booked meetings before the lead goes cold.
⚠️ Critical gap: No instant-response agent exists for leads arriving outside 09:00–17:00 PKT. AUS/USA leads arrive outside this window and may wait hours. This is the single biggest conversion risk in this workflow.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Shahzaib (Marketing Manager) | D1 Marketing | First to see website form, email, and LinkedIn DM inquiries. Qualifies and forwards to Umar. | No |
| Umar | D2 Sales | Schedules meeting with Andrew for qualified leads. Creates ClickUp card with full lead profile. | No |
| Andrew Herbert | Executive | Receives and responds to WhatsApp inquiries directly. Brand activity drives organic traffic. Attends all booked discovery meetings. | Yes |
Step 1 — Organic Traffic Generation (Always-on)
Step 2 — Inbound Inquiry Received (Multi-channel)
🤖 Step 3 — First Response & Qualification (Shahzaib)
Step 4 — Handoff to Umar (Shahzaib-qualified leads)
Step 5 — Andrew's WhatsApp Path
Step 6 — Umar Notified (WhatsApp path)
Step 7 — Meeting Confirmed & Logged
| Tool | How it's used | Agent-ready |
|---|---|---|
| Website CMS | Contact form submissions — primary inbound capture point | Partial |
| Gmail | Direct email inquiries received and responded to by Shahzaib | Yes — API + MCP |
| DM inquiries managed by Shahzaib | Partial | |
| Andrew's personal inbound channel for high-touch prospects | No | |
| Discord | Umar notified of WhatsApp-originated leads; internal handoff | Yes — API |
| ClickUp | Umar creates lead card and full profile for every qualified inbound lead | Yes — API |
| Google Calendar | Meeting confirmed on Andrew's calendar by Umar | Yes — API + MCP |
| AI Response Agent | TBD — not yet built — needed for instant first response outside PKT hours | TBD |
| CRM | TBD — pending OPS-O02 — ClickUp currently serves this function | TBD |
| Decision | Condition | Options | Owner |
|---|---|---|---|
| Channel routing | Which channel did the inquiry arrive through? | A: Website/Email/LinkedIn → Shahzaib / B: WhatsApp → Andrew | Automatic by channel |
| Lead qualification | ICP match + relevant ask + revenue/exposure opportunity? | A: Forward to Umar / B: Polite decline | Shahzaib |
| Scenario | How to handle | Escalation |
|---|---|---|
| Lead arrives outside PKT business hours | No response until next business day currently. Interim: auto-reply email setting response expectation. Permanent fix: AI agent. | Flag to Andrew — known conversion risk |
| Andrew receives WhatsApp lead but doesn't notify Umar | Umar to check with Andrew weekly on any WhatsApp leads not yet in ClickUp | Andrew to flag WhatsApp conversations reaching meeting stage to Umar same day |
| Website form submissions not received | Test form monthly. Check spam folder. Set up n8n monitoring. | Shahzaib flags to website manager if form is down |
| Inquiry is a competitor or researcher | Shahzaib disqualifies during Step 3 — no handoff to Umar | No escalation needed |
| High volume of inquiries in short window | Prioritise oldest first. Respond to all within same business day. | Flag to Andrew if overwhelmed |
| Metric | Type | Target |
|---|---|---|
| Inbound leads per week | Leading | TBD — establish 30-day baseline |
| First response time | Leading | Under 5 minutes (target — currently not met) |
| Lead-to-meeting conversion rate | Lagging | TBD — establish baseline |
| Organic website sessions | Leading | TBD — tied to SEO targets |
| Inbound MQL count (monthly) | Lagging | TBD — tied to pipeline target |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 3 — First response | Manual, business hours only | AI agent — instant first response, basic qualification, notify Shahzaib/Umar | n8n + Claude API | Medium |
| Step 2 — Form submission | Manual check by Shahzaib | n8n webhook on website form → auto-notify Shahzaib via Discord + log in ClickUp | n8n + ClickUp API | Low |
| Step 6 — WhatsApp lead logging | Fully manual (Andrew tells Umar) | WhatsApp Business API → n8n → auto-create ClickUp card | n8n + WhatsApp Business API | High |
| Step 7 — Meeting confirmation | Manual (Umar checks calendar) | n8n watches Google Calendar → Discord notification to Umar + Shahzaib when meeting booked | n8n + Google Calendar API | Medium |
Upstream (feeds this workflow):
Downstream (this workflow feeds):
← Back to Marketing Hub · ← Back to Company Operating System