Schedule

Sales Assistant runs its dormancy scan automatically every few hours, around the clock. You do not need to start it or check in on it.

What Runs Automatically

Each scan cycle, Sales Assistant checks all three sources:

• HubSpot deals: late-stage deals with no recorded activity past the dormancy threshold.
• HubSpot contacts: engaged contacts whose last note or update has gone stale.
• Gmail threads: conversations where you sent the last message and received no reply within the threshold window.

For each newly dormant entry it finds, Sales Assistant generates a draft, sends it through Brand Guard, writes it to your Gmail Drafts folder, posts an approval card to your Slack channel, and lists the same draft on the Sales page and in your Work Queue. Up to five new drafts appear per cycle so the channel and the queue stay manageable.

If an audience filter is turned on, the scan only considers prospects in the chosen contact owners or business units. The filter is off by default, so out of the box the scan covers everything it can see.

If a scan cycle finds no new dormancy, nothing is posted.

On-Demand Scanning

You can trigger a scan at any time from Slack:

@Agenteous scan for dormant prospects

You can also start one in the app: click Run a Scan Now on the Sales page. An on-demand scan runs the same checks and follows the same five-draft limit. It does not reset the automatic schedule.

Approval Card Timing

Approval cards and draft rows appear shortly after each scan cycle completes. They do not expire on their own; they remain in the channel and on the Sales page until you act on them (open in Gmail, dismiss, or snooze from the Work Queue).

Dormancy Thresholds

The silence windows that trigger a dormancy flag are set by your agency administrator in the Agenteous settings. Default thresholds are:

If you find the thresholds surfacing too many or too few prospects, your administrator can adjust them without any downtime.