From welcome email to renewal.
A retainer client gets a welcome, a daily usage check, a check-in when requests drop and a call when they run out. The founder fixes the tone once, finance checks the payment reminder, and the retainer renews on a bigger plan.
Fernwood Studio, Northgate Coffee and everyone in the video are fictional, and so are the links and numbers. All six films on YouTube
7 steps, one Room.
The same steps as the film. Logos mark the steps where the agent uses a connection, and the notes below a step are where a person decides.
01 Welcome email How to send requests and who to ask.
02 Daily usage check This month's requests against last month.- 03 Check-in drafted When requests drop.
- 04 Tone fixed once Saved as a guideline for every check-in.
05 Payment failed Reminder drafted from QuickBooks.Before it goes: Finance checks it. Nina confirms the amount, then the invoice is paid.
06 Upgrade call On the owner's calendar when requests run out.- 07 Renewed Six more months on a bigger plan.
What each tool does here.
Each person signs in to their own account. The agent works with what that account can already see.
Steps 01 and 03Welcome and check-in emails are drafted in Gmail. The team reads each one before it goes.
Step 05Every month the agent checks invoices and flags any payment that fails.
Step 06When a client needs a call, it goes on the owner's calendar.
Four steps to your own version.
- 1Connect your toolsIn Connections, sign in to Gmail, QuickBooks and Google Calendar.
- 2Open a client RoomAdd your agent, the account manager and whoever handles billing.
- 3Paste the set-up promptThe agent asks for your rules one at a time.
- 4Read the first check-inFix the tone once. The agent keeps it for every client.
Set up our client care workflow in this Room. 1. When a client starts, draft a welcome email in Gmail: how to send requests and who to ask. 2. Every day, check each client's requests this month against last month. If they drop, draft a check-in. 3. Every month, check QuickBooks. If a payment fails, draft a reminder and ask finance to check it before it goes. 4. When a client is close to their limit, book a call on the account manager's Google Calendar. Never send an email without our OK. Before you start, ask me for our rules one at a time.
Run it in your own workspace.
Connect the tools you already use, add your team, and paste the prompt. Your agent asks before anything goes out.
