Owner: Umar Farooq (Sales Support)
Contributors: Andrew Herbert (CEO — sole session delivery resource) · Shahzaib Abbas
(Sales Manager — joint 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-01b governs everything from the moment a qualified lead has
a demo booked through to a confirmed next step after the discovery session. It covers
pre-call preparation, the session itself, post-call documentation, the after-session email,
and the no-show follow-up cadence.
What triggers it: A qualified lead card at Pre-Discovery stage (output of SAL-01a) with
a confirmed demo booking on Andrew's calendar.
What it produces: One of three outcomes:
Why it matters: The discovery call is the highest-leverage point in the pipeline — it is
where Andrew invests his time directly and where deal potential is either confirmed or ruled
out. A consistent, well-documented process ensures Andrew is always prepared, Umar captures
everything, and no agreed next step is ever missed.
⚠️ Andrew Involved — Andrew is the sole delivery resource for all discovery sessions.
He also provides post-call direction via Slack (~80–90% of calls). Reducing Andrew as the
single point of delivery for discovery is a standing business priority.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Umar — Sales Support | D2 Sales | Pre-call preparation, ClickUp card management, Otter notes retrieval and filing, Claude Sales Assistant operation, after-session email drafting and sending, ClickUp and Slack monitoring, no-show follow-up cadence management | No |
| Andrew Herbert — CEO | Strategic | Conducts all discovery sessions (30–45 min). Posts post-call direction and next steps in client Slack channel (~80–90% of calls). Final authority on deal advancement or disqualification. | Yes |
| Shahzaib — Sales Manager | D2 Sales | Contributes to client Slack threads where relevant. Joint disqualification authority. | No |
| BA — Business Analyst | D4 Delivery | Looped in at SAL-01c if discovery confirms need for solution scoping. | No |
Step 1 — Pre-call preparation
Step 2 — Share pre-discovery brief with Andrew
Step 3 — Discovery session (Andrew-led)
⚠️ Andrew bottleneck — Andrew is the exclusive delivery resource for all discovery
sessions. A delegation or co-facilitation plan should be developed as pipeline volume
grows beyond current capacity.
Step 4 — Otter notes retrieval & ClickUp filing
Step 5 — Claude Sales Assistant — feed transcript
Step 6 — After-session email drafting & send
Step 7 — Andrew's post-call direction via Slack
Decision: What is the next step?
| Option | Condition | Action |
|---|---|---|
| A | Strong fit confirmed | Advance to SAL-01c (Solution Ideation & Pricing) or SAL-01d |
| B | Follow-up call needed before proposal | Book follow-up; card stays at Discovery Call |
| C | Document or materials requested | Umar prepares and shares; card stays at Discovery Call |
| D | Prospect did not attend | Initiate no-show follow-up cadence (Step 8) |
| E | Disqualify | Card moved to Completed/Lost; reason documented |
Step 8 — No-show follow-up cadence
| Follow-up | Timing | Channel | Content |
|---|---|---|---|
| Follow-up 1 | Day 1 after no-show | Gentle check-in — missed the session, happy to reschedule | |
| Follow-up 2 | Day 3 after no-show | Second attempt — offer alternative times | |
| Follow-up 3 | Day 6 after no-show | Value-led — brief reminder of what was to be discussed | |
| Follow-up 4 | Day 10 after no-show | Final proactive attempt | |
| Follow-up 5 | Day 15 after no-show | Final follow-up — advising will close unless they respond | |
| No response after FU5 | Day 15+ | ClickUp | Card moved to Unresponsive |
| Tool | How it's used | Agent-ready |
|---|---|---|
| ClickUp | Card stage management (Pre-Discovery → Discovery Call), Activity section for transcript/email filing, next-step tracking | Yes — API + MCP |
| Google Calendar (delegated) | Confirms demo booking; monitors for no-show | Yes — API + MCP |
| Google Meet | Platform for all discovery sessions | Yes — API |
| Gmail (delegated) | Sending after-session emails and no-show follow-ups on Andrew's behalf | Yes — API + MCP |
| Otter.ai | Auto-records and transcribes every discovery session; generates summary post-call | Yes — API (subscribed) |
| Claude Sales Assistant | Per-client chat in claude.ai project; drafts after-session emails and follow-ups; maintained from first contact to Delivery handoff; fed with transcripts, emails, Slack/Discord comments | Yes — claude.ai project |
| Slack | Per-client channel; Andrew posts post-call direction (~80–90% of calls) | Yes — API |
| Google Docs | Pre-discovery brief; any materials promised and shared post-call | Yes — API + MCP |
| n8n | Planned: Otter webhook → auto-file transcript to ClickUp; auto-trigger Claude brief generation | Yes — native |
Decision: Post-call next step
| Option | Condition | Action | Owner |
|---|---|---|---|
| A | Strong fit | Advance to SAL-01c or SAL-01d | Andrew (via Slack) |
| B | Follow-up call needed | Book follow-up; card stays at Discovery Call | Umar |
| C | Materials requested | Umar prepares and shares | Umar |
| D | No-show | Initiate 5-step follow-up cadence (Step 8) | Umar |
| E | Disqualify | Completed/Lost with reason documented | Andrew + Shahzaib |
Decision: No-show cadence outcome
| Option | Condition | Action |
|---|---|---|
| A | Prospect responds and reschedules | Return to Step 3; update ClickUp card |
| B | No response after all 5 follow-ups (Day 15) | Card moved to Unresponsive |
| Scenario | How to handle | Escalation |
|---|---|---|
| Otter.ai fails to record or produce transcript | Umar manually takes notes from memory/Andrew's Slack update; files manually in ClickUp | Flag to Andrew; check Otter subscription and integration settings |
| Andrew doesn't post in Slack after call (10–20% of cases) | Umar uses Otter summary as primary source for next steps; confirms with Andrew if direction is genuinely unclear | Umar messages Andrew directly in Slack if unclear |
| After-session email delayed beyond 24 hours | Otter transcript usually available within 30–60 min post-call; Umar sends as soon as draft is ready; never beyond 24h | Shahzaib covers if Umar unavailable |
| Prospect reschedules mid-no-show cadence | Stop cadence; book new demo; update ClickUp card stage back to Pre-Discovery; re-run from Step 2 | No escalation needed |
| Prospect responds to after-session email with questions before next step is agreed | Umar feeds email into Claude Sales Assistant chat; drafts response aligned to session context; sends within same business day | Andrew to review if questions require strategic input |
| Andrew shares materials on the call but doesn't document them in Slack | Umar checks Otter transcript for any mentions of materials promised; follows up with Andrew if unclear | Andrew to confirm materials before Umar sends after-session email |
| Two discovery sessions in same day | Umar processes each independently — separate ClickUp cards, separate Claude Sales Assistant chats, separate after-session emails | No escalation; Umar manages sequentially |
| Metric | Type | Target |
|---|---|---|
| After-session email sent within 24h | Process | 100% of completed sessions |
| Discovery-to-next-step rate (% of calls resulting in confirmed next step) | Leading | TBD — establish baseline in 90 days |
| No-show rate (% of booked demos where prospect doesn't attend) | Lagging | TBD — establish baseline |
| No-show recovery rate (% of no-shows that reschedule after cadence) | Leading | TBD — establish baseline |
| Otter transcript filed to ClickUp within 2h of session | Process | 100% of completed sessions |
| Disqualification rate post-discovery | Lagging | TBD — establish baseline |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 4 — Otter transcript filing to ClickUp | Manual — Umar copies and pastes | Otter webhook → n8n → auto-attach transcript + summary to ClickUp card on session completion | n8n + Otter API + ClickUp | Medium |
| Step 6 — After-session email | Semi-automated (Umar manually prompts Claude) | n8n: Otter completion → auto-feed transcript to Claude Sales Assistant → draft email → Umar reviews and sends | n8n + Claude API + Gmail | Medium |
| Step 8 — No-show follow-up cadence | Manual — Umar tracks dates and sends each email | n8n: calendar no-show detection → auto-schedule 5-email sequence at Day 1/3/6/10/15 → Umar approves each before send | n8n + Google Calendar + Gmail | High |
| Step 7 — Slack direction to ClickUp | Manual — Umar reads Slack and updates card | n8n: monitor client Slack channel → extract Andrew's direction → auto-update ClickUp card next-step field | n8n + Slack API + ClickUp | Medium |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-04-28 | Initial draft — Otter.ai integration, Claude Sales Assistant per-client chat workflow, 5-step no-show cadence (Day 1/3/6/10/15), Slack per-client channel structure, after-session email structure documented. Pending Andrew Herbert review. | Umar / REMAP Workflow Builder |