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Launch Plan
Lost Lead Re-engagement
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for how the Lost Lead Re-engagement automation gets built, tested, and handed over to your sales team. It covers what is being built, how the build is structured, what FullSpec needs from you at each stage, and what your ongoing role looks like once the system is live. FullSpec handles all technical work end to end. Your role is to provide access credentials, approve the email templates during QA, and respond to warm leads once the system is running.
01What you're launching
Right now, cold leads sit in your CRM uncontacted because manual filtering, individual email writing, and follow-up reminders are too slow to run consistently alongside active deal work. This automation replaces that entire cycle. A daily agent scans HubSpot for contacts that have gone quiet for 21 or more days, fetches each contact's full history, and passes it to an AI agent that drafts a personalised re-engagement email. A third agent monitors Gmail for replies, scores each response, alerts the assigned rep in Slack for warm replies, and closes out unresponsive leads in HubSpot automatically. The one step that remains with your team is responding to warm replies, because that live conversation is best handled by the person who knows the deal.
Process
Lost Lead Re-engagement
Trigger
A HubSpot contact's last activity date exceeds 21 days and its lifecycle stage is not Closed Won or Closed Lost
Final output
Warm replies routed to the rep via Slack with a HubSpot link; unresponsive leads automatically marked Closed Lost to keep the pipeline clean
Agents being built
3 agents: Lead Inactivity Monitor, Sequence Copywriter Agent, Reply Classifier and Router
Tools involved
HubSpot, Gmail, OpenAI, Slack, Google Sheets
Volume
Approximately 40 to 80 cold leads reactivated per month; daily scan running every morning at 7:00 AM
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02How the build works
FullSpec builds this automation across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions from FullSpec and a small set of actions from you. The stages run in order and each one must close before the next begins. The total estimated delivery window is 15 to 17 business days from the close of the Connect stage. The build is rated Moderate complexity, which reflects the three-agent architecture, the OpenAI integration, and the Gmail reply monitoring required for this process.
Complexity: Moderate. Estimated delivery window: 15 to 17 business days. The delivery clock starts at the close of Connect, not payment. Connect closes once all credentials are confirmed and the inactivity threshold and sequence structure are agreed.
1Connect
Business days 1 to 3
FullSpec
Reviews your HubSpot setup and confirms API access tier; agrees the inactivity threshold (default 21 days) and sequence structure including number of touches and intervals; documents the re-engagement workflow structure and shares a credentials checklist with you
You
Provide HubSpot API key and confirm your CRM plan includes contact and workflow API access; grant Gmail OAuth access for the assigned sending account; confirm the inactivity threshold and whether leads are owned individually or from a shared pool
2Build
Business days 4 to 12
FullSpec
Builds the Lead Inactivity Monitor with the daily HubSpot scan and Google Sheets audit log; builds the Sequence Copywriter Agent with OpenAI prompt templates for each of the three sequence touches and connects Gmail sending with HubSpot activity logging; builds the Reply Classifier and Router with Gmail reply monitoring, intent scoring logic, Slack alerts for warm replies, and HubSpot status updates for unresponsive leads
You
Review and approve the three AI-generated email draft templates against your brand tone when FullSpec shares them for sign-off; confirm the Slack channel or individual rep handle where warm reply alerts should be sent
3Test
Business days 13 to 15
FullSpec
Runs end-to-end tests using a batch of 20 sample leads; validates that inactivity detection, email generation, Gmail sending, HubSpot logging, reply classification, Slack alerting, and Closed Lost updates all function correctly; confirms email deliverability settings and checks for any sending limit risks at your lead volume
You
Spot-check a sample of AI-generated draft emails with a senior rep to confirm tone and relevance; confirm the test Slack alerts arrive in the correct channel; give a written go or no-go before Launch begins
4Launch
Business days 16 to 17
FullSpec
Switches the automation to live with the first real cohort of cold leads; monitors the first full daily cycle for errors; delivers the process runbook to your sales team and confirms all agents are running as expected
You
Brief your sales team on what to expect: warm reply Slack alerts, what the messages look like, and how to handle an inbound warm reply; confirm with FullSpec that the first live run completed without issues
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from you or your team. Everything listed below is standard account access that you already have. FullSpec will guide you through each step if anything is unfamiliar. All credentials should be provided before Connect closes so the build can start without delay.
HubSpot
API key with contact read and write access; confirmation that your CRM plan includes workflow and custom property API access
Before Connect closes
Gmail
OAuth authorisation for the sending account (the rep's Gmail account the emails will send from); read access for reply monitoring
Before Connect closes
OpenAI
API key from your OpenAI account; if you do not have one, FullSpec will walk you through creating it
Before Connect closes
Slack
Webhook URL or channel name for warm reply alerts; confirmation of which rep or channel receives the notifications
Before Connect closes
Google Sheets
A shared Google Sheet or permission to create one in your Google Workspace for the audit log
Before Connect closes
The one configuration decision you must confirm before Connect closes: how many sequence touches to send and at what intervals (for example, touch one on day 1, touch two on day 5, touch three on day 10). This determines how the Sequence Copywriter Agent is built and cannot be changed mid-build without adding time. If you are unsure, FullSpec will recommend a default structure based on your lead volume.
04Your role once live
Once the automation is live, the daily re-engagement cycle runs without any action from your team. The table below shows what you remain responsible for and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / sales team)
Respond to warm reply Slack alerts promptly; handle the live conversation with any re-engaged lead; review and update email templates if brand messaging changes; flag any mis-classified replies to FullSpec via support@gofullspec.com
Manually filtering the CRM for inactive leads; writing individual re-engagement emails; setting follow-up reminders; monitoring the inbox for replies; updating lead status in HubSpot after a sequence completes
FullSpec
Monitor system health and agent performance; apply fixes or updates if any integration changes (HubSpot API updates, Gmail OAuth refresh, OpenAI model changes) affect the automation; respond to support queries at support@gofullspec.com
Day-to-day sales conversations; decisions about which leads to pursue; approval of email content changes (that stays with you)
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05What success looks like
The table below sets out what you should expect to see at each stage after go-live, and what each milestone tells you about whether the automation is performing correctly.
Timeframe
What to expect
Sign of success
Week 1
The first daily scan runs and picks up existing cold leads in HubSpot. AI-drafted emails are sent from the rep's Gmail account. The Google Sheets audit log shows each triggered lead. Warm reply Slack alerts are delivered within minutes of a reply arriving.
At least one full daily cycle completes without errors; the rep receives their first Slack alert for a warm reply
Month 1
The full three-touch sequence is running for a complete cohort of cold leads. HubSpot records show sent emails logged as activities and Closed Lost status applied automatically to non-responders. Rep time spent on re-engagement drops to under 30 minutes per week.
100% of cold leads receive at least one sequence touch; CRM pipeline is visibly cleaner with no contacts stuck in limbo
Month 3
Approximately 65 hours of sales rep time has been returned to active deal work. Re-engagement sequence coverage is at 100% of qualifying leads, compared to the previous 40% when done manually. Time from a lead going cold to first outreach is same-day rather than 3 to 14 days.
Measurable improvement in reply rate and pipeline accuracy; annual savings trajectory on track toward $7,800 per year
Next step: share your HubSpot API credentials and Gmail OAuth access with the FullSpec team to open the Connect stage. If you have any questions before that point, reach out at support@gofullspec.com and a member of the FullSpec team will be in touch.
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