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Canceled/No-Show Demo Re-engagement Workflow #1

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opened 2026-02-15 18:15:32 -05:00 by yindo · 0 comments
yindo commented 2026-02-15 18:15:32 -05:00
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Originally created by @kesslerio on GitHub (Feb 5, 2026).

Overview

Automated Lobster workflow to re-engage prospects who canceled demos or were no-shows, with multi-touch email+SMS sequence and automatic stage progression to Lost if unresponsive.

Trigger

  • Deal stage changes to "Demo Canceled" or "No Show"
  • Workflow starts ASAP (next business day morning, 9am local time)

Pre-Send Checks (Before Each Touch)

Before sending any outreach, verify:

  1. Calendly/Calendar - No demo rescheduled
  2. ShapeScale DB - No purchase made (sales_tracking table)
  3. Email replies - No engagement/response detected

If any check passes (rescheduled, purchased, or replied), terminate workflow and update deal stage accordingly.

Sequence Cadence

Based on B2B sales research (Callbox, Growleads, Tendril):

  • Touch 1 (Day 0): Email + SMS - "We missed you" re-engagement
  • Touch 2 (Day 3): Email + SMS - Value reminder with case study
  • Touch 3 (Day 7): Email + SMS - Final check-in / soft breakup
  • Touch 4 (Day 10): Breakup email only - Move to Lost

Total sequence: 10 days, 7 touchpoints (4 emails, 3 SMS)

Research supports aggressive follow-up:

  • 7-touch cadences over 10 days outperform longer gaps
  • Multi-channel (email + SMS) increases response rates
  • 17-21 day max before leads go cold

Owner Handling

  • Martin-owned deals: Standard messaging from martin@shapescale.com
  • Other owners (Alex, etc.): Intro line: "Hi [Name], this is Martin Kessler, co-founder of ShapeScale, checking in..."

Stage Progression

After Touch 4 breakup email with no response:

  • Move deal to "Lost" stage
  • Set lost_reason:
    • "No response - Canceled Demo" (for Demo Canceled)
    • "No response - No Show" (for No Show)

Message Templates

Touch 1 - Re-engagement

Subject: Still interested in ShapeScale?

Hi [Name],

We had a demo scheduled [timeframe] but were not able to connect. If you are still exploring body composition technology for [Business], I would love to reschedule.

Takes about 20 minutes - I can walk you through how [segment] practices are using ShapeScale for [use case].

Would this week work?

[Signature]

SMS: Hi [Name], [intro if not Martin-owned] Martin from ShapeScale. We missed our demo in [month] - still interested in body scanning for [Business]? Happy to find 20 min this week.

Touch 2 - Value Reminder

Subject: Quick question about [Business]

Hi [Name],

Following up on my last note. I wanted to share a quick case study from [similar business type] that might be relevant.

[Link to case study]

If body composition tracking is still on your radar, I am happy to jump on a quick call. What works on your end?

[Signature]

SMS: Hi [Name], Martin from ShapeScale. Sent over a case study that might help - let me know if you have 15 min to chat this week.

Touch 3 - Soft Breakup

Subject: Should I close your file?

Hi [Name],

I have reached out a few times and have not heard back - totally understand if timing is not right.

If you are still interested in ShapeScale for [Business], just reply and we can find time. Otherwise, I will close out your file and follow up in a few months.

[Signature]

SMS: Hi [Name], Martin from ShapeScale. Last check-in - still interested in a demo? If not, no worries - just let me know either way.

Touch 4 - Breakup

Subject: Closing the loop

Hi [Name],

Have not heard back, so I will assume the timing is not right for ShapeScale at [Business].

If anything changes down the road, feel free to reach out - I am always happy to help.

Best,
Martin

[Signature - short version for thread]

Technical Requirements

  • Lobster workflow with 4 scheduled steps
  • Approval gates: None (fully automated after initial trigger)
  • Resume capability if workflow paused
  • Timezone handling for local 9am sends (stagger times to avoid round numbers: 8:47am, 9:13am, etc.)
  • Integration: Attio CRM, Calendly, ShapeScale MySQL, Gmail (gog-shapescale), Dialpad SMS

Success Metrics

  • Track re-engagement rate (demos rescheduled / workflows started)
  • Track conversion rate (purchases / workflows started)
  • Track response rate per touch

References

  • Callbox: 7-touch cadence over 10 days
  • Growleads/Tendril: 17-21 day max for B2B cadences
  • Best practice: Multi-channel outreach increases response 2-3x
Originally created by @kesslerio on GitHub (Feb 5, 2026). ## Overview Automated Lobster workflow to re-engage prospects who canceled demos or were no-shows, with multi-touch email+SMS sequence and automatic stage progression to Lost if unresponsive. ## Trigger - Deal stage changes to "Demo Canceled" or "No Show" - Workflow starts ASAP (next business day morning, 9am local time) ## Pre-Send Checks (Before Each Touch) Before sending any outreach, verify: 1. **Calendly/Calendar** - No demo rescheduled 2. **ShapeScale DB** - No purchase made (sales_tracking table) 3. **Email replies** - No engagement/response detected If any check passes (rescheduled, purchased, or replied), terminate workflow and update deal stage accordingly. ## Sequence Cadence Based on B2B sales research (Callbox, Growleads, Tendril): - **Touch 1 (Day 0):** Email + SMS - "We missed you" re-engagement - **Touch 2 (Day 3):** Email + SMS - Value reminder with case study - **Touch 3 (Day 7):** Email + SMS - Final check-in / soft breakup - **Touch 4 (Day 10):** Breakup email only - Move to Lost Total sequence: 10 days, 7 touchpoints (4 emails, 3 SMS) Research supports aggressive follow-up: - 7-touch cadences over 10 days outperform longer gaps - Multi-channel (email + SMS) increases response rates - 17-21 day max before leads go cold ## Owner Handling - **Martin-owned deals:** Standard messaging from martin@shapescale.com - **Other owners (Alex, etc.):** Intro line: "Hi [Name], this is Martin Kessler, co-founder of ShapeScale, checking in..." ## Stage Progression After Touch 4 breakup email with no response: - Move deal to "Lost" stage - Set `lost_reason`: - "No response - Canceled Demo" (for Demo Canceled) - "No response - No Show" (for No Show) ## Message Templates ### Touch 1 - Re-engagement **Subject:** Still interested in ShapeScale? Hi [Name], We had a demo scheduled [timeframe] but were not able to connect. If you are still exploring body composition technology for [Business], I would love to reschedule. Takes about 20 minutes - I can walk you through how [segment] practices are using ShapeScale for [use case]. Would this week work? [Signature] **SMS:** Hi [Name], [intro if not Martin-owned] Martin from ShapeScale. We missed our demo in [month] - still interested in body scanning for [Business]? Happy to find 20 min this week. ### Touch 2 - Value Reminder **Subject:** Quick question about [Business] Hi [Name], Following up on my last note. I wanted to share a quick case study from [similar business type] that might be relevant. [Link to case study] If body composition tracking is still on your radar, I am happy to jump on a quick call. What works on your end? [Signature] **SMS:** Hi [Name], Martin from ShapeScale. Sent over a case study that might help - let me know if you have 15 min to chat this week. ### Touch 3 - Soft Breakup **Subject:** Should I close your file? Hi [Name], I have reached out a few times and have not heard back - totally understand if timing is not right. If you are still interested in ShapeScale for [Business], just reply and we can find time. Otherwise, I will close out your file and follow up in a few months. [Signature] **SMS:** Hi [Name], Martin from ShapeScale. Last check-in - still interested in a demo? If not, no worries - just let me know either way. ### Touch 4 - Breakup **Subject:** Closing the loop Hi [Name], Have not heard back, so I will assume the timing is not right for ShapeScale at [Business]. If anything changes down the road, feel free to reach out - I am always happy to help. Best, Martin [Signature - short version for thread] ## Technical Requirements - Lobster workflow with 4 scheduled steps - Approval gates: None (fully automated after initial trigger) - Resume capability if workflow paused - Timezone handling for local 9am sends (stagger times to avoid round numbers: 8:47am, 9:13am, etc.) - Integration: Attio CRM, Calendly, ShapeScale MySQL, Gmail (gog-shapescale), Dialpad SMS ## Success Metrics - Track re-engagement rate (demos rescheduled / workflows started) - Track conversion rate (purchases / workflows started) - Track response rate per touch ## References - Callbox: 7-touch cadence over 10 days - Growleads/Tendril: 17-21 day max for B2B cadences - Best practice: Multi-channel outreach increases response 2-3x
yindo closed this issue 2026-02-15 18:15:32 -05:00
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Reference: openclaw/lobster#1
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