Owner: Umar Farooq (Sales Support)
Contributors: Shahzaib Abbas (Sales Manager — LinkedIn outreach, joint disqualification
authority) · Andrew Herbert (CEO — primary lead source, disqualification authority)
Entity: REMAP.ai (sources) · PrivateAI (delivers)
Status: v0.9 · In Progress · Pending Andrew Herbert review
Version: 0.9 | Last updated: 2026-04-28
What this workflow does: SAL-01a governs how every inbound lead is captured, logged in
ClickUp, and assessed for qualification before entering the active sales pipeline. It ensures
no lead is lost, every lead has a card, and only genuinely viable leads proceed to the
Discovery Call (SAL-01b).
What triggers it: Any new lead arriving through any channel — Andrew's personal network,
EO (Entrepreneurs Organisation) referral, webinar attendee expressing interest, LinkedIn
outreach reply (Shahzaib-owned), PrivateAI or AI Roadmap enquiry, or introduction via email
or WhatsApp.
What it produces: A qualified ClickUp lead card at Pre-Discovery stage, briefed to Andrew
and ready for demo booking — or a card moved to Completed/Lost with the disqualification
reason documented.
Why it matters: With 11–13 new leads per month coming in across multiple channels
simultaneously, a consistent capture and qualification process prevents leads from falling
through the cracks, ensures Andrew's calendar is used only for genuinely viable prospects,
and creates an auditable pipeline record from first contact.
⚠️ Andrew Involved — Andrew is the origin of the majority of leads (personal network,
EO introductions, webinar hosting). He also holds final disqualification authority alongside
Shahzaib. Reducing dependency on Andrew as the sole lead originator is a standing
business priority.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Umar — Sales Support | D2 Sales | Primary owner. Monitors all lead intake channels (delegated Gmail, delegated Calendar, LinkedIn). Creates ClickUp card for every lead. Conducts pre-discovery research. Shares Calendly with warm leads. Briefs Andrew before each session. | No |
| Shahzaib — Sales Manager | D2 Sales | LinkedIn outreach campaign — generates and routes interested leads. Joint disqualification authority. | No |
| Andrew Herbert — CEO | Strategic | Primary lead source — personal network, EO, webinars, WhatsApp. Disqualification authority. Hosts all webinar sessions. | Yes |
Step 1 — Lead arrives via any channel
Step 2 — Calendly booking / demo scheduling
Step 3 — Lead card creation
Step 4 — Pre-discovery research & qualification assessment
🤖 Automation opportunity: This step is a candidate for AI lead scoring (0–100 score
across ICP fit, intent signals, engagement, timing) using an n8n-orchestrated scoring
agent. Currently fully manual. Flagged for OPS-O02 assessment.
Step 5 — Brief Andrew
Decision: Is the lead qualified to proceed?
| Option | Condition | Next step |
|---|---|---|
| A | Lead shows sufficient ICP fit, intent, and engagement signals | Brief Andrew (Step 5) → SAL-01b |
| B | Lead does not meet qualification signals | Step 6 — Disqualification |
Step 6 — Disqualification (exception path)
Step 7 — Qualified lead handed to discovery
| Tool | How it's used | Agent-ready |
|---|---|---|
| ClickUp | Lead card creation, stage management (Pre-Discovery), disqualification (Completed/Lost), source tagging | Yes — API + MCP |
| Gmail (delegated) | Delegated inbox monitoring for lead intake from Andrew's email; sharing Calendly links | Yes — API + MCP |
| Google Calendar (delegated) | Delegated access to monitor new demo bookings on Andrew's calendar | Yes — API + MCP |
| Calendly | Andrew's booking link shared with warm leads to self-schedule demo | TBD — pending OPS-O02 |
| Shahzaib's outreach campaign generates inbound replies routed to Umar | No — manual | |
| n8n | Planned: AI lead scoring agent; Calendly → ClickUp card auto-creation | Yes — native |
Tool gaps:
Decision: Qualification assessment
| Signal | Higher quality | Lower quality |
|---|---|---|
| Source | Andrew's personal contact or EO referral | Cold LinkedIn reply |
| Product clarity | Named a specific product | Vague interest |
| Engagement | Responded actively and promptly | Passive or single-touch |
| Recency | Fresh lead (< 2 weeks) | Older with declining response rate |
Decision: Calendly sharing method
| Lead source | Who shares Calendly |
|---|---|
| Email to Andrew | Umar shares from delegated inbox |
| Andrew already shared; Umar monitors calendar | |
| Umar or Shahzaib shares directly | |
| EO introduction | Umar shares from delegated inbox |
| Scenario | How to handle | Escalation |
|---|---|---|
| Lead books demo but no ClickUp card exists | Umar checks Andrew's calendar daily as standing task; create card immediately on discovery | Umar flags to Shahzaib if calendar access has a gap |
| Lead arrives via WhatsApp and Andrew forgets to tell Umar | Andrew to copy Umar on any WhatsApp lead introductions — standing rule | Umar to ask Andrew in weekly review if any WhatsApp leads were missed |
| Two leads arrive same day — one from each channel | Umar processes in order of demo date proximity; all cards created within 24h | No escalation unless card creation exceeds 24h |
| Lead re-engages after Completed/Lost | Umar reactivates card or creates new card; re-runs from Step 4 | Andrew to confirm re-engagement is worth pursuing |
| Disqualification decision is borderline | Andrew and Shahzaib may disagree | Andrew has final authority; decision logged on card with rationale |
| LinkedIn lead books demo without Calendly (direct message to Andrew) | Andrew to forward to Umar; Umar creates card | Umar to flag to Andrew to route LinkedIn bookings via Calendly |
| Metric | Type | Target |
|---|---|---|
| New leads captured per month | Leading | Current baseline: ~12/month (11 in March, 13 in April) |
| Lead-to-qualified rate (% of captured leads that reach Pre-Discovery briefed) | Leading | TBD — establish baseline in 90 days |
| Disqualification rate (% reaching Completed/Lost before Discovery) | Lagging | TBD — establish baseline |
| Card creation lag (hours from lead identification to card created) | Leading | < 24 hours for all leads |
| Lead source mix (% from each source) | Leading | No single source > 60% dependency |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 1 — Lead intake from Calendly | Manual — Umar monitors calendar | Calendly webhook → n8n → auto-create ClickUp card with lead name, email, booking date at Pre-Discovery | n8n + ClickUp API | Medium |
| Step 4 — Lead qualification | Manual judgment by Umar | n8n AI scoring agent: assess source, product interest, engagement → output 0–100 score → tag card | n8n + Claude API | High |
| Step 3 — Card population | Manual data entry | Auto-populate ClickUp card fields from Calendly booking form data | n8n + ClickUp | Medium |
| Step 5 — Brief Andrew | Manual — Umar drafts and sends | n8n: auto-generate pre-discovery brief from card data → send to Andrew via Gmail/Discord before demo | n8n + Gmail + Claude API | Medium |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-04-28 | Initial draft — lead sources, qualification criteria, Calendly routing, disqualification rules documented. Current volume baseline: ~12 leads/month. Pending Andrew Herbert review. | Umar / REMAP Workflow Builder |