This workflow automates sales contact follow-ups and engagement tracking by integrating HighLevel CRM, Gmail, Slack, and Google Sheets. It fetches all contacts from HighLevel, filters inactive contacts, sends personalized follow-up emails, checks for responses, and notifies the sales team accordingly.
It eliminates manual follow-up tracking, ensures timely outreach, and provides real-time notifications — helping sales teams maintain engagement, respond promptly, and improve lead conversion.
🟢 Manual Trigger – Starts the automation manually
Action: Initiates the workflow for immediate follow-up execution or testing.
📦 Fetch Contacts from HighLevel CRM
Action: Retrieves all contacts from HighLevel, including names, emails, and metadata for full visibility.
🔍 Validate Deal Fetch Success (IF Node)
Action: Verifies that fetched contacts contain valid IDs.
✅ True Path: Continues to filter inactive contacts.
❌ False Path: Logs invalid or missing contacts to Google Sheets for auditing and troubleshooting.
🧹 Filter Contacts with No Response
Action: Selects contacts who have not replied in the last 24 hours, ensuring follow-ups target only inactive leads.
📊 Get Most Recent Contact
Action: Retrieves the latest contact based on last updated time and calculates hours since last interaction.
📧 Send Follow-Up Email to Contact
Action: Sends a personalized email to the contact, asking for confirmation or questions and including dynamic details like name and last interaction time.
⏳ Wait for 24 Hours Before Next Action
Action: Pauses the workflow for 24 hours to allow contacts sufficient time to respond.
📨 Retrieve Email Thread for Response
Action: Fetches the most recent Gmail thread using the thread ID to check if the contact has replied.
✅ Check If Contact Responded with “Yes” (IF Node)
Action: Evaluates if the response contains the word “yes”.
✅ True Path: Triggers Slack notification for positive response.
❌ False Path: Triggers Slack notification for no response.
💬 Notify Sales Team in Slack if Response Received
Action: Sends a Slack message notifying the team of a positive reply, including contact details and response snippet.
⚠️ Notify Sales Team in Slack if No Response
Action: Sends a Slack message notifying the team that the contact hasn’t replied, including contact info, follow-up timestamp, and waiting status.
🚨 Log Fetch or Validation Errors (Error Handling)
Action: Records any fetch or validation errors in Google Sheets for easy review and troubleshooting.
HighLevel CRM API OAuth credentials
Gmail OAuth2 credentials for sending and fetching emails
Google Sheets document for error logging
Slack API credentials for notifications
✅ Fully automated follow-up workflow for sales contacts
✅ Timely notifications for positive and inactive responses
✅ Personalized emails to contacts
✅ Transparent tracking and logging of errors
✅ Seamless integration across HighLevel, Gmail, Slack, and Google Sheets
Sales teams managing multiple leads
Marketing teams ensuring lead engagement
Startups scaling outreach efforts
Organizations using HighLevel CRM + Gmail + Slack for sales follow-ups
