Sales Assistant
Sales Assistant keeps your pipeline from going cold. Every weekday morning it looks for deals, contacts, email threads, and meetings that have gone quiet, and writes a re-engagement email for each one it finds. Each email waits for your decision on an approval card in Slack.
Nothing reaches a prospect on its own. The email is not in Gmail until someone clicks Approve on the card. Approving puts it in the Drafts folder of the mailbox Sales Assistant writes from, and the owner of that mailbox opens it in Gmail and sends it. If separation of duties applies, the mailbox owner cannot approve their own draft: a colleague approves it.
What It Does
Sales Assistant runs four checks for stalled momentum:
- HubSpot deals: late-funnel deals with no activity for 30 days.
- HubSpot contacts: engaged contacts with no recorded activity for 60 days.
- Gmail threads: conversations where you sent the last message and got no reply for 14 days. Only people who already exist as HubSpot contacts are considered.
- Meetings: external meetings in the last 60 days where nobody has emailed the attendee for 7 days or more.
Anyone you touched in the last 14 days, in any channel, is skipped, so a person you just spoke to is never flagged as quiet. If two signals point at the same email, they are merged into one card.
For each signal it writes a short, specific email in your voice: an opening, a concrete reference to the earlier conversation, and one forward-looking question. It grounds the email in your knowledge base and the history behind the signal, then posts a card with the draft, the reason it surfaced, and the buttons to act on it.
The Sales Page in the App
The Sales page lists every re-engagement draft and lets you run a scan on demand with Scan Now. Each row has Open in Gmail (once a Gmail draft exists) and Dismiss. The page does not have an Approve button: approval happens on the Slack card.
Key Capabilities
| Capability | What it gives you |
|---|---|
| Quiet-prospect scanning | Finds stalled deals, quiet contacts, unanswered email threads, and meetings nobody followed up |
| Re-engagement drafts | A short email grounded in the real history with that prospect, not generic copy |
| Approval cards | A card in Slack with the draft, the reason it surfaced, and Approve, Redraft, Reject, and Dismiss |
| Gmail draft on approval | Approving puts the email into the Drafts folder of the mailbox Sales Assistant writes from; it is sent from Gmail |
| Scan Now | A button on the Sales page that runs a scan on demand |
| Audience filter | An optional limit so the scan watches only chosen contact owners or business units |
The Approval Rule
Sales Assistant scans, drafts, and posts cards on its own. It never sends anything, and it does not write to Gmail until you approve.
| You click | What happens |
|---|---|
| Approve | The draft is written to the Gmail Drafts folder of the mailbox Sales Assistant writes from, and the card changes to Open Draft. The mailbox owner sends it from Gmail. If separation of duties applies and you own that mailbox, a colleague must approve instead. |
| Redraft | A box asks what to change; the draft is rewritten in place. |
| Reject (give feedback) | You are asked why. The feedback is recorded so later drafts improve. |
| Dismiss | The prospect is marked handled and does not come back until the quiet period resets. |
Brand checking has three modes in the Operator Console: Enforce, Warn, and Off. Warn is the shipped default. When it is off, no brand verdict is produced for these drafts. See Notifications for what the card footer shows.
Limiting Which Prospects It Scans
An administrator can limit the scan to chosen HubSpot contact owners, to chosen business units, or to contacts matching both. The filter is off in the shipped setup, which means every quiet contact can surface. If your agency has turned it on, only matching contacts appear. The setting lives in the Operator Console; see Sales Assistant.
Who It's For
- Agency owners and principals: stay on top of late-funnel deals without auditing CRM activity every week.
- Account managers: catch quiet relationships before they drift, and reopen the conversation in a couple of clicks.
- Business development leads: keep warm prospects warm while attention is on active projects.
Related
- Commands: the buttons and the few things you can ask in Slack.
- Notifications: what the approval card contains.
- Schedule: when the scan runs and how many cards you get.
- Examples: walk-throughs of approving, redrafting, and dismissing.
- Troubleshooting: what to check when a card or draft is missing.