Automating Client Management: An AI CRM System with Zapier

[00:00:00]welcome back to my YouTube channel today I want to walk you through a digital marketing agency CRM system and in case you don't know I'm your favorite local NOCO developer and my name is a daisy so this is a multistep Automation in zapia that has conditional parts and I'm going to quickly run you through what they all do so let's get right into it so the first step here is a Google form that will be filled and when this form is filled this is what the form looks like you have your email first name last name list of products or Services you need that you want to patronize you'll take as much as you want that that you want to patronize from the digital marketing agency then where did you find find out about us you take where exactly you heard from about us what's your budget is it the starter pack is it the meia pack and you know then description of what you want so when you fill that form the form will go and be populated in our CRM our CRM in this case we're using a table so the sample of what we did the first form sample we filled this was the response then multiple products were picked we listed where we were found the budgets we have and a description of what we want we have a new we are a new brand and we're looking to start up our digital marketing presence on a good scale we're looking to launch next month but we want to put things in order this month so we start off seamlessly by next month with no hes so when that that one was filled from the form and all of those informations were populated in a table now we go to char GPT what does Char GPT do Char GPT classifies the text so let's check what classify text does classify text classify your text into one of your provided categories so this helps us group our text into different categories that we want what do I mean by that so what text do we want to classify the description of what the needs of the prospective clients or the leads are so what categories are we looking to classify that text into is it a hot lead is it a cold lead is it a warm lead what does that mean by warm leads maybe their needs are not very urgent maybe they just want to make inquiries by Cold leads maybe just inquiries nothing serious and all that by hot leads they need their needs are a matter of urgency they want to hit the ground running and all that so what chp2 AI does in this case is to analyze that text and classify it into what which of these leads they fall under we pick our model we'll pick the number of tokens we want and all these other settings and we test when we test it will tell us what category it's already classified the category as warm lead by what you read you can see that it's not a matter of urgency so it classified it as one I mean they looking to start next month they're not looking to start immediately they don't look very desperate so charp classifies it so that it helps the agency to know how to attend to each one so when that happens we put it into a Google sheet now the reason why you might be asking why are we putting into a Google sheet when we've already used air table I'll tell you so when we go to our Google Sheets as the fact that all the list of everything is in there their email first name and everything you can see that the lead classification is here and remember the lead classification happens after it has entered the CRM to and it's been analyzed by charp charp is the next thing after the um CRM to here so when the analysis is done you can still put your GPC here maybe to update this record you can anything I mean there are no strict rules to Automation in zapia so you can still use this and update it but why I did not use that is because I want to see their first response I want to be able to see what their first response are before they are being classified that was why I went for um Google Sheets to see it I could still use air table but I'm trying to flex and use as much other tools out there than just being land with using just a table for this so when they they whatever they have imputed in the description has been classified by Char GPT so before we go that we'll pick our Google Drive from where we want the sheet we want the name of the sheet the tab the email that should be responded the email that the respondents filled the first name last name and just everything that they filled and the category because we want the lead category in the Google sheet then you go ahead to test it excuse me you go ahead to test it and this is the outcome of what will be populated in the sheet now this is where the work is in the part you'll see that it's categorized into various um Parts hot leads warm leads and cold leads in this cold it what what this does is that it picks custom Rules by custom rules we're going to give it what what um what should it contain choose the type of rules that for this part for this part want that if the category only if categories you have to pick something here it is which of them do you want to pick is category only if category is picked and it contains hot Le so when you pick the category and the category contains hotl send an email we have special emails to be sent by people who are filled and chpc has analyzed their text to be hot l so we added their emails here from who this is a sample email from name this is the name of the agency the name of the digital marketing agency who are they going to be replying to you could put your email or your work email anything so what's the subject let's start get started on growing your business body type plane hi first name because you want it to be customized you don't want to just say hi you want to customize it by their first name that they filled in the Google form in the Google yeah in the Google form we say thank you for reaching out to commies agency we're excited about the opportunity blah blah blah blah blah we would love to discuss a Tor strategy for we now highlighted the list of products that they picked when they were filling the Google form that makes it more personalized and makes them know that you read your message and you're looking to respond so you tell them let's connect click below to book a free consultation this is where you could just attach your cly link or any form of call formats you use so say we're confident we can help you see Real Results we can't wait to partner with you so you can just give a closing remark and when you're done you send them an email exactly what has been done here will also be done in the war emails and in the warm lead the only difference is that in the warm leads the emails that being sent out to them are different from what will be sent out to those in the in the hotl what do I mean we are still going to categorize if only if category will come back and pick click on Char GP see click on category click here warm LS only if it contains warm leads right so when it does contain warm L you continue and um okay here is where okay no it's here we're writing the email so you come here the same step for the email format for um hotl the only difference is the subject will be different and the body the subject is here is how we can help you so you say hi the first name thank you for considering Comm agency to help you with your marketing goals we've received we've reviewed your inquiry and would love to share more information about how we can assist we add this is where you click to add the one you want the reference to what you're going to do so what this does is that each person will receive messages personalized to them according to what they fi you of you to come out here and be looking at what they they field and be typing it out you will just dynamically put it in here and it fits into the need of every user part time so we're excited to work with you and we look forward to helping you because this is not an urgent need you're not putting any currently link to to book any call best regards Comm agency and that's it if you have attachment maybe an invoice or something you can always attach that here but for the sake of this I don't want to Overkill the project then you go ahead and test we are going to test through all of this later I just want to run you through all that that there is in doing this project so we do the same for COD leads categorize it with custom rules to pick category and let the category be what and you write what it should contain so this one you have to add just like the every other one you have to add you have to type out what the text category should contain is it warless and you have to pay attention to spellings if if what you fed the Char up there in the um classif classification of text is called leads with an S make sure you're doing the same if you use the capital letter make sure you're using capital letter here so that it understands what it's expected to do right so you do the same thing here you continue and you go to the email the same way we configured hot leads warm leads we do the same the only difference will be the subjects and the body of the email so the the subject is resources to help you get started because it's a code Le doesn't look like they they want something very very urgent you just go ahead and just say thank you for reaching out to Comm agency we notice you're interested in the the list of products the pi and would like to share some valuable resources to help you learn more feel free to explore this resources is at your own convenience you know like that like that and we continue so that is that for the project so let's see if we can quickly fill a form so um I'm just going to fill a form and test each each part and okay let's first use what we already filled here in this form this input here to run the um to run the to test the zap so that you see the messages we get so let's just go here and I click on continue continue then I retest the step I to show you the email this one is for hot leads let's do the same for warm leads then we all go we'll just go and check the messages all at once we've tested this one Let's test for the Cod lead so let's go and check our email for the responses so these are the three lists that we sent you can see that the um subjects are different resources to help you get started here is how we can help you let's get started all s around the same time 124 so we can just open it and see how it looks like doesn't this look good tell me doesn't this look good so this is the first one this should be the for the cold lid and this should be for the warm lids and um for the hot lids so you can see how organized detailed and well paragraphed the messages came in because of the way we formatted it so yeah that is what you can do with this so for the sake of demo to see that this happens live let's quickly fill in it detail and we test it so I'm not going to publish it I'm just going to do it and test the response e so I'll just um put in an email before I put in the email let me just put in any name of my choice so that let just feel I can put John and um list of products just be any random product at all and then could just put anything I can say I urgently need to create the the the the re for the ones I picked on the list as I need to share with my team by next Monday so I'm trying to create some s source of agency here so let's just go back and put an email here there's no reason why I refuse to put the email first it's was just a matter of choice so that you're not thinking of okay where did we find let's just say at a networking event that's where I found them I think I've picked everything let's submit so let's check out serum to four okay no this will not work because my my zap is not published so I'll just come here and pick it as a record so this particular zap doesn't have the the pro has expired so I cannot publish for you to automatically see all of that happen so I have to test it step by step so let's just go here and I'll just click on find records again and it will pick the new record I have created so form response B can see blessing you can see I picked networking event you can see John so let's go ahead and we've already picked that as our sample let's continue let's go to add table and okay we have to continue with the selected results um record yes we go to continue continue and we retest and we can see blessing this was Joy before you can see blessing so um yeah can see it has populated blessing G just populated now that works so let's go back and um continue um continue Char will now classify the lead whether it is um hot okay okay the description IED here yes okay it categorizes it as a as a warm lid looks like doesn't see it as a as an orent need so let's retest the step okay as I retested the step it has changed it to hot leads showing that it's a hot because it's supposed to show that it's a hot L with the way it sounds like an an an emergency or urgency so we retest the step and it takes it down to char and to Google Sheets we go through each step we test the step two here so if this was published as soon as I filled that form everything should have automated on its own by publish but if I click on this publish my automation has expired and that will not publish so let's go and check our form our sheets I mean to say yeah that has been populated automatically you can see the time is populated 11:15 11 11:15 and supposed to be 12:15 but sh 11:15 that should be an error so let's go back again we retest the step and when we do retest the step it should move to any of these normally it should move straight to hot leaves because it has already showed that it's a hot Le so let's just go here and um you know continue continue and continue let's return this tab and the email has been sent so we go and check the email now so this is the email sent Z minutes ago so this is the email that was received and this is what it looks like so yeah that's basically this walk through for this demo and I'm hoping you understand it and you're able to practical lie and just so if you publish make sure that you would have tested have had a sample record to test to have this set up and when you do you publish then fill the form and everything should just work automatically and when you do I love to read the feedback from you in the comment section of this video Once More my name is Adi and it was nice walking you through this demo do take care