Coworking Tour Follow-Up

What it does

After each tour: the best-fit plan from your pricing sheet, a follow-up with your day-pass offer, a HubSpot deal and a second nudge 4 days later.

• Starts from each new row in your tour log (name, email, team size, needs, host's notes).
• Reads your plans and pricing sheet; AI recommends the best-fit plan (hot desk, dedicated desk, private office) with honest reasoning and drafts a follow-up with your day-pass offer.
• Approval switch, on by default: the community manager approves the follow-up first.
• Emails the visitor, creates or updates the HubSpot contact and a deal at your “Toured” stage, links them and notes the tour.
• Waits 4 days and checks the deal: still at “Toured” → a short second follow-up goes (approved first while the switch is on); moved on → stop.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Google Sheets and HubSpot, connected in Settings → Integrations.
• A tour log sheet and a plans and pricing tab with current availability.

What it doesn't do

• Availability is only as current as your sheet; prices and plans come only from it.
• It doesn't hold an office or sign a membership — the visitor signs up your usual way.
• Wait steps last at most 30 days (this one waits 4 days); rows already in the log before activation aren't processed.

Availability and plans

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

• A paid plan: agents run live, and the Free plan only runs Dry Runs.
• An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
• These apps, connected in Settings → Integrations: Google Sheets and HubSpot.
• The app it watches, connected in Settings → Integrations (the agent starts from an app event).
• About 20 minutes.

• Bring your own AI key
• Google Sheets (live)
• HubSpot (live)

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

• Connect your AI provider

2. Connect Google Sheets

Connect the Google account that can open your tour log and plans sheet (Settings → Integrations → Google Sheets).

• Connecting Google Sheets

3. Connect HubSpot

Connect the HubSpot account your membership sales are kept in (Settings → Integrations → HubSpot).

• Connecting HubSpot

4. Pick your tour log

Open the trigger, pick your Google account, paste the spreadsheet link and the tab.

5. Pick your plans and pricing

Open “Read your plans and pricing” and pick the account, spreadsheet and tab.

6. Describe your space and offer

Open “Recommend a plan and draft the follow-up” and replace the placeholder with your details, day-pass offer and sign-up process.

7. Pick your HubSpot account and stage

Open the four HubSpot steps and pick your account in each, and the pipeline and “Toured” stage in “Create the deal at “Toured””.

8. Add your community inbox

Open the two email steps and enter your community inbox as Reply-to in each.

9. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

10. Switch the trigger on

Open the trigger and click “Activate app trigger”. New tours are picked up on your plan's schedule interval.

How it works

The agent is a normal workflow with 20 steps (2 AI steps, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• New tour in your log — Starts on “New row” in Google Sheets (an app event). Starts a run for each row added to your tour log (name, email, team size, needs, host's notes), checked on your plan's schedule interval.
• Read your plans and pricing — Google Sheets: Read rows. Reads your plans and pricing tab: hot desk, dedicated desk, private offices — price, what's included and current availability.
• Recommend a plan and draft the follow-up — AI step (runs on your AI provider key). AI recommends the best-fit plan from your sheet with honest reasoning and drafts a warm follow-up with your day-pass offer.
• Approve first? — Decision: picks the branch to follow. On by default: every follow-up waits for approval. Switch it off in your space details to send at once; tours where nothing fits always wait.
• Approve the follow-up — A person approves or rejects it in Reviews (the run waits). Branch: Review first. The community manager checks the recommendation, prices and availability, edits the email if needed and approves.
• Not sent — Kept in the run history. Branch: Rejected. Rejected: nothing was emailed or logged.
• Email the follow-up — Sends an email from your workspace's sender. Branch: Approved / Send without review. Sends the follow-up from your workspace's sender, with replies going to your community inbox.
• Create or update the HubSpot contact — HubSpot: Create or update a contact. Creates the visitor as a HubSpot contact (or updates the one with the same email).
• Create the deal at “Toured” — HubSpot: Create a deal. Creates a deal named after the visitor and the recommended plan in your pipeline, at your “Toured” stage.
• Link the deal to the contact — HubSpot: Link two records. Associates the deal with the contact so the tour history sits together.
• Note the tour on the deal — HubSpot: Add a note. Adds the team size, needs, host's notes and the recommendation as a note on the deal.
• Wait 4 days — Waits 4 days. Pauses the run for 4 days before checking the deal again.
• Check the deal's stage — HubSpot: Find records. Looks the deal up in HubSpot to see whether it has moved on from the stage it was created in.
• Decide on the second follow-up — AI step (runs on your AI provider key). AI compares the deal's stage now with the stage it was created in: still at “Toured” → the second follow-up goes; moved on (signed, lost, booked) → stop.
• Still at “Toured”? — Decision: picks the branch to follow. Moved on: stop. Still at the first stage: the second follow-up goes — after approval while the switch is on.
• Deal moved on — Kept in the run history. Branch: Moved on. The deal changed stage (or wasn't found), so no second follow-up was sent.
• Approve the second follow-up — A person approves or rejects it in Reviews (the run waits). Branch: Review first. The community manager reads the second follow-up and approves it.
• Second follow-up not sent — Kept in the run history. Branch: Rejected. Rejected: no second email.
• Email the second follow-up — Sends an email from your workspace's sender. Branch: Approved / Send without review. Sends the second follow-up, with replies going to your community inbox.
• Followed up twice — Kept in the run history. The run history keeps both follow-ups.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.

Sample data fields

row._row, row.Date, row.Name, row.Email, row.Company, row.Team size, row.Needs, row.Host, row.Host notes, row_number, sample_note.

• Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
• Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
• Wait steps don't wait: they report how long they would wait and the run goes on.

Go live

• Open the trigger and click “Activate app trigger”. New tours are picked up on your plan's schedule interval.
• Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
• The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
• When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

• App event triggers
• Switching a trigger on (Activation)

Questions

What should the plans sheet have?

One row per plan: Plan (Hot desk, Dedicated desk, Private office for 4…), Price, What's included, Available (yes/no or how many). Availability is only as current as this sheet.

When does the second follow-up go?

4 days after the first, only if the HubSpot deal is still in the stage it was created in. Move the deal (signed, lost, booked another tour) and the second email isn't sent.

Does it hold an office?

No. It recommends and follows up; the visitor signs up or holds an office through your usual process.

Troubleshooting

• “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
• A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
• An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
• No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A run shows “Waiting until …” in History: that's a Wait step; it continues on its own (it can be cancelled through the API).
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help