Day 22 of 28 · OpenClaw Challenge
Build a Client Follow-Up System
⏱ 8 min
📊 Intermediate
Welcome to Week 4 — and your second mini-project. Today you'll build something that directly impacts revenue: an automated client follow-up system.
No more forgotten follow-ups. No more clients slipping through the cracks. Your agent handles the process end to end.
Why follow-ups matter
Studies show that 80% of sales require 5 or more follow-ups, but 44% of people give up after one. The gap between "I'll follow up" and actually doing it is where deals die.
Your agent never forgets. It never gets busy. It never says "I'll do it tomorrow." It follows up exactly when it should, every time.
Knowledge Check
Why do most follow-ups never happen?
A
Email systems don't allow follow-ups
B
Clients don't want to be followed up with
C
People get busy, forget, or deprioritize them — not because they don't matter, but because life gets in the way
Follow-ups fail because of human limitations — busy schedules, forgetfulness, competing priorities. The intent is there, but the execution drops off. An agent has no competing priorities — it follows up every time.
The workflow
Here's the follow-up system you'll build:
Trigger: A client meeting ends (detected via calendar)
Step 1: Agent drafts a follow-up email summarizing key discussion points
Step 2: Agent extracts action items and adds them to your task list
Step 3: Agent schedules the next check-in based on the agreed timeline
Step 4: Agent logs the interaction in your CRM or tracking spreadsheet
Step 5: If no response to the follow-up after 3 days, agent drafts a gentle reminder
Set up a client follow-up workflow. When a client meeting ends, I want the full process automated.
Here's the workflow I'll build:
📧 **Step 1** — Draft follow-up email within 1 hour of meeting end
✅ **Step 2** — Extract action items → add to your task list
📅 **Step 3** — Schedule next check-in based on discussion
📊 **Step 4** — Log interaction in your client tracker spreadsheet
⏰ **Step 5** — If no reply in 3 business days → draft a reminder
I'll need:
— Access to your client tracker spreadsheet (link?)
— Your preferred follow-up email tone (professional + warm?)
— Maximum number of follow-up reminders (I suggest 3)
Shall I use these defaults, or customize?
Use those defaults. The tracker spreadsheet is in my Google Drive — "Client Tracker 2026."
Got it. Workflow configured ✓
I'll run this automatically after every meeting tagged as "Client" on your calendar. First run will happen after your next client meeting.
↻ Replay conversation
Knowledge Check
How many different tools does this workflow use?
A
Three — email, calendar, and tasks
B
Two — email and calendar
C
Five — email, calendar, task list, file/spreadsheet, and memory (for tracking follow-up timing)
The workflow chains five tools: calendar (detecting meeting end), email (sending follow-up), task list (tracking action items), spreadsheet (logging interactions), and memory (knowing when to send reminders). Each tool handles one piece of the process.
Let's see what happens after a real client call:
Your meeting with Acme Corp just ended. Running the follow-up workflow...
✅ All done. Here's what I did:
📧 **Follow-up email drafted**:
Subject: "Great catching up — action items from today"
Summarized: pricing discussion, Phase 2 timeline, their request for a custom integration demo
✅ **Action items added to your tasks**:
1. Send revised pricing by Wednesday
2. Schedule custom integration demo with engineering
3. Share case study for similar-sized company
📅 **Next check-in**: Scheduled for March 5 (2 weeks out, as Tom suggested)
📊 **Client tracker updated**: Logged today's interaction, sentiment: positive, next action: pricing proposal
Review the email draft and say 'send' when ready.
Sent ✓ — I'll watch for Tom's reply and remind you if he doesn't respond within 3 business days.
↻ Replay conversation
Knowledge Check
The agent noted "sentiment: positive" in the client tracker. How did it determine this?
A
It always marks meetings as positive
B
It analyzed the meeting context — discussion points, agreements reached, and the overall direction of the conversation
C
It asked the user to rate the meeting
D
It read Tom's facial expressions
The agent inferred sentiment from the conversation context — topics discussed, whether agreements were reached, the tone of follow-up actions. It's not perfect, but it gives you a useful signal for tracking client relationships over time.
The reminder chain
Three days later, Tom hasn't replied. Your agent doesn't forget:
It's been 3 business days since your follow-up to Tom at Acme Corp. No reply yet.
Here's a gentle reminder draft:
---
Hi Tom,
Just wanted to make sure my follow-up landed in your inbox. Happy to jump on a quick call if that's easier than email.
In the meantime, I've attached the revised pricing we discussed and a case study from a similar deployment.
Looking forward to hearing from you.
Best,
Alex
---
Send, edit, or skip this reminder?
Sent ✓ — reminder 1 of 3. I'll check again in 3 business days if he still hasn't replied.
↻ Replay conversation
Final Check
What would happen to this follow-up process without automation?
A
It would work the same — just manually
B
The follow-up would likely be delayed or forgotten, the action items would scatter, and the 3-day reminder would almost certainly never happen
C
The follow-up email would still go out on time
D
Nothing — follow-ups aren't important
Be honest — how many 3-day follow-up reminders have you manually sent in the last month? Automation handles the process you intend to follow but rarely execute consistently. That's the gap this workflow fills.
🤝
Day 22 Complete
"No more forgotten follow-ups. Your agent handles the process — you handle the relationship."
Tomorrow — Day 23
Running OpenClaw on Your Server
Week 4 begins — let's make your agent always-on by running it on your own server.