# Automation & follow-ups

Your agent works around the clock — these features let it follow up with leads, alert your team at the right moment, and protect your reputation by never over-messaging anyone. Everything runs automatically, outside your live chat with Claude.

---

### Follow up automatically when a lead goes quiet

**What you get:** the agent sends a gentle nudge to any lead who stops replying, after a time window you choose.

**When to use it:** you have leads who show interest and then go cold before booking. Instead of letting them slip away, the agent re-opens the conversation for you.

**Just say:**
> "Set up an automatic follow-up for leads who haven't replied in [2 hours]. Send it only between [9am and 8pm]. Repeat up to [2 times] if they still don't answer."

**What happens:** Claude walks you through the details — the message it will send, the time window, and how many times it should try. It shows you exactly what it will turn on and asks you to confirm before anything goes live. Once confirmed, new silent leads get nudged automatically.

**Tips:**
- You can set a quiet window (e.g. no messages after 9pm) so nobody gets surprised at midnight.
- You can choose "just once" or let it retry a couple of times — your call.
- The follow-up message can be as warm or as direct as fits your style.
- The nudge can be a fixed message you write, or one the agent writes fresh for each lead based on the conversation — just say which you prefer.

---

### Get a Slack / WhatsApp / email alert when a lead books or qualifies

**What you get:** an instant notification to your team's preferred channel the moment a key milestone happens in a conversation.

**When to use it:** you want a human to jump in as soon as a lead books a call, asks the price, or hits any milestone that matters to your business — without watching every chat yourself.

**Just say:**
> "Notify me on [Slack / WhatsApp / email] whenever a lead books a call. Send the alert to [your Slack channel / your phone number / your email address]."

**What happens:** Claude confirms which milestone should trigger the alert (booking, price question, qualification, or a custom event you name), the destination, and the message it will send you. It shows you the full setup and asks for your go-ahead before turning it on. From that point your team gets a ping the moment it matters.

**Tips:**
- You can set up multiple alerts for different milestones (e.g. one for "booked" and another for "asked about price").
- Works with Slack, WhatsApp, email, and Telegram.
- If you want a team member — not you — to receive it, just say their name or number.
- On WhatsApp you also choose *who* the alert reaches: give a phone number and it pings you (the operator); leave it off and the same message goes to the lead instead. Tell Claude which you mean.
- Want the alert to reach several people on WhatsApp? Give Claude all the numbers — it pings each one.

---

### Send automatic reminders before a booked call

**What you get:** the agent messages the lead automatically a set time before their scheduled call, so they show up.

**When to use it:** you're losing show-up rate because leads forget. A timely reminder before the call reduces no-shows without you lifting a finger.

**Just say:**
> "Send an automatic reminder [1 hour] before every booked call. Something like: 'Hey, just a reminder we have a call in 1 hour — looking forward to it!'"

**What happens:** Claude confirms the timing, the message text, and which bookings it applies to. It shows you a preview and waits for your confirmation before enabling anything. Once on, every lead with a call booked gets the reminder at the right moment.

**Tips:**
- You can send more than one reminder (e.g. 24 hours out and again 1 hour out).
- You can personalize the message — Claude can use the lead's name or the call time automatically.

---

### Stop over-messaging the same person

**What you get:** a hard cap on how many messages the agent sends to any one contact — past that number, the agent goes quiet instead of spamming.

**When to use it:** you want to make sure no lead ever feels harassed, or you want to comply with messaging limits. Especially useful if you have follow-ups and reminders running together.

**Just say:**
> "Make sure the agent never sends more than [5 messages] to the same person in [7 days]."

**What happens:** Claude confirms the cap (number of messages and the time window you choose), shows you exactly what the rule will be, and asks for your approval before saving it. Contacts who hit the limit simply stop receiving messages — no awkward last message, just silence.

**Tips:**
- This cap counts all automated messages combined, not just one type.
- You can always override the cap manually if you need to re-engage someone personally.
- A common setting is 3–5 messages per week.

---

### Message a lead the moment they book a call

**What you get:** the instant someone books through your scheduling link, the agent sends them a confirmation or next-step message automatically — no waiting until the call.

**When to use it:** leads book and then go quiet until the call, or you want to send prep, a location, a form, or a warm "great choice" right after they book.

**Just say:**
> "When a lead books a call, message them right away confirming the time and telling them what to bring."

**What happens:** Claude sets up a booking-triggered follow-up tied to your scheduling link. It confirms the message and the channel, shows you the full setup, and asks before turning it on. From then on, every new booking gets the message within moments.

**Tips:**
- Pair it with the pre-call reminder above — one message at booking, one shortly before the call.
- If the call is more than 24 hours away and you're reaching the lead on WhatsApp, Claude uses an approved template (see the next entry).
- For Ninjo to know *which* lead booked, the link the agent sends carries the lead's hidden ID, and your scheduler (Calendly, GoHighLevel) must be connected under Integrations. Just ask Claude to "wire up booking tracking" and it sets this up.
- With Calendly this needs a **Calendly Pro** plan (the free tier can't pass the tracking through). For the most reliable setup, ask Claude about the **webhook** option — it flips a "booked" flag on every booking, more dependable than the tracked-link method.

---

### Reach leads on WhatsApp — even outside the 24-hour window

**What you get:** send a WhatsApp message to leads — including ones who first came in from Instagram — even when they haven't messaged you in the last day, using a pre-approved template.

**When to use it:** WhatsApp only lets a business message freely within 24 hours of the lead's last message. To reach someone after that — a reminder, a launch announcement, a re-engagement — you need an approved "template." This is how you nudge a segment that's gone quiet.

**Just say:**
> "Send a WhatsApp message to every lead marked 'qualified' who hasn't booked yet, reminding them about the workshop."

**What happens:** Claude finds the eligible leads, shows you how many qualify plus a preview, and only sends after you confirm. You can target by any custom field — budget, status, interest. For a brand-new message wording, Claude notes that WhatsApp/Meta has to approve the template first.

**Tips:**
- Only contacts with a WhatsApp number who opted in can receive these — Claude tells you who's excluded and why.
- Great for re-engaging old leads who never replied on Instagram but gave you a number.
- You can narrow the audience by where they came from — e.g. only leads who arrived from a specific Meta ad — on top of any custom field.

---

### Cap how many leads an agent takes on

**What you get:** the agent stops picking up new contacts once it reaches a number you set, so you're never buried under more conversations than you can handle.

**When to use it:** a setter filling a limited calendar, a beta with limited seats, or any launch where unlimited intake would overwhelm you or your team.

**Just say:**
> "Have this agent stop taking on new leads once it's already handling 50 active ones."

**What happens:** Claude sets the intake cap and confirms it with you. Contacts beyond the limit simply aren't picked up by that agent until there's room again.

**Tips:**
- This is different from the per-person message cap above — that limits *how many messages* one person gets; this limits *how many people* the agent serves.
- You can base the cap on a custom field too (e.g. only count leads marked "qualified").

---

### Connect an outside tool when something happens

**What you get:** when a key event fires — a lead books, qualifies, or replies — Ninjo can ping an outside tool (your CRM, a Google Sheet, n8n, Zapier) so the rest of your stack stays in sync.

**When to use it:** you already run automations elsewhere and want Ninjo's events to kick them off, instead of copying data over by hand.

**Just say:**
> "When a lead books a call, send their details to my n8n webhook at [your webhook URL]."

**What happens:** Claude wires up the outbound call to your tool, confirms the event and the destination, and asks before enabling it. From then on, that event flows out automatically.

**Tips:**
- You'll need the webhook URL from your other tool — Claude tells you exactly what to grab.
- Works with n8n, Zapier, GoHighLevel, or any custom endpoint that accepts a webhook.

---

### Follow up a set time after a lead reaches a milestone

**What you get:** a follow-up that fires a fixed time *after a specific thing becomes true* about a lead — not after they go quiet, but after they hit a status you track.

**When to use it:** "two hours after a lead is marked 'interested', send them the case study." The trigger is the milestone, not silence — so it reaches engaged leads at exactly the right moment.

**Just say:**
> "When a lead gets marked 'interested', wait 2 hours and then send them my case-study link."

**What happens:** Claude sets up a workflow tied to that property, with the delay you choose, confirms the message, and asks before turning it on.

**Tips:**
- This is different from the "lead went quiet" follow-up — that one waits for silence; this one waits for a status change.
- Works with any field you track (qualified, booked, interested, and so on).

---

### Run a follow-up on one channel only

**What you get:** an automation that runs only for leads on a specific channel — WhatsApp-only, or Instagram-only.

**When to use it:** you run separate funnels per channel and want, say, a WhatsApp re-engagement that never touches your Instagram leads.

**Just say:**
> "Set up this follow-up to run only for my WhatsApp leads, not Instagram."

**What happens:** Claude scopes the workflow to the channel you name and confirms before enabling. Leads on other channels are left untouched by that rule.

**Tips:**
- You can build one version per channel, each with its own wording or timing.

---

← Back to the [wiki home](index.md)
