Agent setup guide
Sales Follow-Up & Pipeline Nurture
Every weekday, finds the open HubSpot deals going quiet and drafts the follow-up for each.
What it does
Every weekday, finds the open HubSpot deals going quiet and drafts the follow-up for each.
- Every weekday morning, reads up to 100 open deals from HubSpot with their stage, amount, close date and last activity.
- Days since the last activity, booked next activities and passed close dates are worked out in code in your time zone, never by the AI; deals created in the last 2 days are left out.
- AI picks the deals going quiet (no activity for 7+ days, no next step booked, or a close date already passed, or your own rules) and ranks them by risk and value.
- Drafts a short follow-up email for each, matched to the deal's stage and your playbook, plus one concrete next step.
- Posts the top 10 to your sales channel in Slack; on days when nothing is stale, it posts nothing.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- HubSpot and Slack, connected in Settings → Integrations.
- Deals in HubSpot with activity logged (emails, calls, meetings or notes), so “last activity” is meaningful.
What it doesn't do
- It doesn't send emails, SMS, WhatsApp or LinkedIn messages; reps send the drafts themselves.
- It doesn't change deal stages or create tasks in HubSpot.
- It doesn't read email threads or contact details; drafts are based on the deal's fields and your playbook, so reps add the personal touch.
- It reviews up to 100 open deals per run.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
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: HubSpot and Slack.
- Nothing to send: the agent runs on a schedule.
- About 15 minutes.
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.
2. Connect HubSpot
Connect the HubSpot account your sales team works in (Settings → Integrations → HubSpot).
3. Connect Slack
Connect the Slack workspace your sales team uses (Settings → Integrations → Slack).
4. Describe your sales playbook
Open “Pick the deals going quiet and draft follow-ups” and replace the placeholder with your offer, stage names and follow-up rules.
| Setting | What to enter | In step |
|---|---|---|
| Your offer, stages and follow-up rules | Replace the placeholder with what you sell, your pipeline's stage ids and names (e.g. appointmentscheduled = Demo booked), what a good next step is at each stage, any rules for staleness, and resources reps can share. It starts as “[DESCRIBE YOUR OFFER, PIPELINE STAGES AND FOLLOW-UP RULES HERE]” until you replace it. | “Pick the deals going quiet and draft follow-ups” |
5. Pick your HubSpot account
Open “Find open deals in HubSpot” and pick your connected account.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account | The HubSpot account whose deals are reviewed. Pick your connected HubSpot account. | “Find open deals in HubSpot” |
6. Pick the Slack account and sales channel
Open “Post today's follow-ups to Slack” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace the follow-ups are posted to. Pick your connected Slack account. | “Post today's follow-ups to Slack” |
| Sales channel | Pick the channel your sales team watches, e.g. #sales. | “Post today's follow-ups to Slack” |
7. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
8. Switch the trigger on
Open the trigger, set your time zone and switch the schedule on. It runs every weekday at 8:00.
How it works
The agent is a normal workflow with 8 steps (1 AI step). You can open, edit and monitor it like any other workflow.
- Weekdays at 8:00 — Runs on a schedule (cron 0 8 * * 1-5, UTC — change it in the trigger's settings). Runs every weekday morning before the sales team starts. Set your time zone on the trigger.
- Find open deals in HubSpot — HubSpot: Find records. Reads up to 100 open deals with their stage, amount, close date and last activity dates.
- Check the dates — Step. In code, not AI: for each deal, the days since its last activity, whether a next activity is booked and whether its close date has passed, in your time zone; deals created in the last 2 days are left out. Change the 2 days here (olderThan) and the 7-day quiet threshold (within.max: -7).
- Pick the deals going quiet and draft follow-ups — AI step (runs on your AI provider key). AI picks the open deals with no recent activity, no next step booked or a close date already passed (all worked out in code), ranks them by value and risk, and drafts a follow-up email for each.
- Any deals to chase? — Decision: picks the branch to follow. When at least one deal needs a follow-up, the list goes to the sales channel; otherwise nothing is posted.
- Post today's follow-ups to Slack — Slack: Post a message. Branch: Deals to chase. Posts the deals going quiet, each with the next step and a draft email, to your sales channel.
- Follow-ups posted — Kept in the run history. The run history keeps the reviewed deals and drafts.
- Nothing to chase — Kept in the run history. Branch: Nothing stale. Every open deal had recent activity; the run history keeps the check.
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.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
Go live
- Open the trigger, set your time zone and switch the schedule on. It runs every weekday at 8:00.
- Scheduled runs start only once the schedule is activated, and can't repeat faster than your plan's minimum interval.
- 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.
Questions
Does it email prospects?
No. It drafts the follow-ups; reps personalize and send them from their own inbox or HubSpot.
Can I change what counts as stale?
Yes. Write your own rules in the playbook (e.g. 'Proposal stage: chase after 3 days'). The 7-day quiet mark and the 2-day grace for new deals are worked out in code in “Check the dates”; change them there.
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.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- It didn't run at the expected time: the schedule must be activated, and its time is in the trigger's timezone.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .