Project-based dev agency pack

What each client fills in

Business name

How the texts and emails sign off.

Owner’s mobile

Rung for emergencies. Add a second number after a comma and the escalation goes there.

Owner’s email

Gets one line for every lead the workflow rescues.

Booking or quote link

Sent to a lead nobody has contacted after an hour.

AI model

The model the client’s key can use.

Airtable base ID

The base that holds the records this sweeps.

Airtable table

The table it reads each day.

Task list ID

The ClickUp list new-client tasks go into.

First steps

What the kickoff task says to do: the call, the access to collect, the first deliverable.

Team channel

The Slack channel that hears about it.

Welcome message

The welcome the client gets, kept to send by hand while the deal record has no contact email.

The accounts it needs

Each is the client’s own, stored encrypted and never copied between clients. Until one is added the client’s checklist shows it, and nothing runs.

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• 

• Webhook URL (CRM or sheet)

• Calendly

  In the client’s Calendly: Integrations & apps → API and webhooks → Personal access tokens → Generate new token, with the scopes scheduling_links:write (booking links) and, for the triggers, users:read, webhooks:read and webhooks:write. A token made before Calendly introduced scopes keeps full access.

• 

  platform.claude.com → Settings → API keys → Create key, in the workspace that bills this client.

• Airtable

  airtable.com/create/tokens → Create token → scopes data.records:write and data.records:read (lookups and the triggers) → add the client’s base → copy the token.

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  In the client’s Pipedrive: your avatar → Personal preferences → API → copy the token.

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  In the client’s ClickUp: avatar → Settings → Apps → API Token → Generate.

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  In the client’s Slack: api.slack.com/apps → Create New App → OAuth & Permissions → add the chat:write scope (and channels:history, plus groups:history for a private channel, for the message trigger) → Install to Workspace → copy the Bot User OAuth Token. Invite the app to the channel.

After you install it

It lands switched off. The client’s checklist holds exactly this:

1. Pick the client’s form that starts it
2. Connect the client’s Twilio (SMS), for “Instant reply”, “Text the owner now”, “Escalate” and “The rescue”
3. Connect the client’s Resend (email), for “Email acknowledgement” and “Tell the owner”
4. Connect the client’s Webhook URL (CRM or sheet) (optional: the step can be turned off instead), for “Send to CRM or sheet”
5. Fill in Business name (How the texts and emails sign off)
6. Fill in Owner’s mobile (Rung for emergencies. Add a second number after a comma and the escalation goes there)
7. Fill in Booking or quote link (Sent to a lead nobody has contacted after an hour)
8. Fill in Owner’s email (Gets one line for every lead the workflow rescues)
9. Connect the client’s Calendly, for “Someone books a meeting”
10. Connect the client’s Anthropic, for “Write the brief”
11. Connect the client’s Resend (email), for “Tell the owner”
12. Fill in AI model (The model the client’s key can use)
13. Fill in Business name (How messages sign off)
14. Fill in Owner’s email (Gets the summaries and the cases a person must handle)
15. Confirm with the client: The client’s Calendly is on a paid plan (Standard, Teams or Enterprise): Calendly sends webhook events only on those.
16. Connect the client’s Airtable, for “Quotes sent two days ago”, “Quotes sent five days ago” and “Quotes sent ten days ago”
17. Connect the client’s Twilio (SMS), for “Check they got it” and “Last nudge”
18. Connect the client’s Resend (email), for “Offer to talk it through” and “Tell the owner”
19. Fill in Airtable base ID (The base that holds the records this sweeps)
20. Fill in Airtable table (The table it reads each day)
21. Fill in Booking link (Where a customer picks a time)
22. Connect the client’s Pipedrive, for “A deal is won”
23. Connect the client’s ClickUp, for “Kick off the deal”
24. Connect the client’s Slack, for “Tell the team”
25. Fill in Task list ID (The ClickUp list new-client tasks go into)
26. Fill in First steps (What the kickoff task says to do: the call, the access to collect, the first deliverable)
27. Fill in Team channel (The Slack channel that hears about it)
28. Fill in Welcome message (The welcome the client gets, kept to send by hand while the deal record has no contact email)