Sales & clients

Work comes in as an email, a form that turns into an email, or a message from somebody who got your name from somebody else. Then it lives in your inbox, which is also where everything else lives, and the ones that go quiet go quiet where nobody can see them. The follow-up that never happened is the cheapest sale anybody ever lost.

This keeps one list: who got in touch, what they wanted, where it got to, and what was last said. It fills the list from your own mail rather than asking you to, and it moves each row when the mail moves it: a reply out, a real conversation, a price sent, a yes, a no. Ask who has gone quiet and it names them oldest first, furthest-along first, with a follow-up drafted in your words.

Ask how it is going and, once there are enough rows to mean anything, it tells you where the funnel is narrowing. Forty inquiries and two conversations is a different problem from six conversations and no wins, and only one of those is fixed by finding more people.

It drafts and never sends. It will not quote a price, promise a date or write to anybody without being asked.

Reading your mail needs an account connected on the agent's Connections tab, under Email, calendar, files. It works with any email account. Without one it still keeps the list from what you tell it.

Works with

• an email account

Made by Otian AI.

A list of leads is only worth having if it is true, and keeping it true is the job nobody does. So the stage says Talking three weeks after they stopped talking, and the one who replied on Friday is still sitting under everyone who did not.

This runs before the working day and does the keeping. It reads the mail that arrived and the mail that went out, moves each row to where it actually got to, and adds anyone new who wrote in. Then it says the part that needs a person: who answered and what they said, who is new, what moved, and who has now been silent long enough to be worth a nudge, oldest and furthest along first.

On Monday it adds one line on the shape of the pipeline, once there are enough rows for that to mean anything. The rest of the week it stays on what happened.

A morning where nothing moved and nobody went quiet gets no message at all.

Works with

• Lead Desk skill

Made by Otian AI.

Cold outreach breaks in two places, and neither of them shows up while you are looking. Somebody replies and the reply sits in your inbox for two days, which is about a day and a half longer than a warm lead stays warm. And a campaign stops working: it runs out of leads, a sender starts bouncing, a step everybody used to open stops getting opened. The dashboard has all of that in it, and you find out when you next remember to look.

Connect lemlist and your agent looks for you. Ask "who replied?" and it names the people, the campaign they were in and the step they were on, then goes and reads the actual reply in your mail, because lemlist only knows that somebody wrote back, not what they said. Ask "how is outreach doing?" and it leads with the people rather than the percentages, then says which campaign needs something from you and what to change.

Every reply goes into a list it keeps itself, with what they said and when to come back. That is the part that gets better with time: by the third campaign it can tell you that this firm said not now in March and asked to be tried in Q4, which is the thing lemlist has no place to put.

It only ever reads lemlist. Starting, pausing and editing a campaign stay yours, and every draft it writes waits for you to send it.

Works with

• Lemlist

Setting up Campaign Watch

1. In lemlist, open Settings, then Integrations, and copy your API key. It is the whole key: your agent never needs your password and never sees one.

Made by Otian AI.

A reply to a cold email is worth answering the same morning and worth much less the next day, which is the whole reason this runs before you sit down. It checks who replied since the last run, opens each reply in your mail to see what it says, and comes back with the people first: who is warm, who wants to be tried later, who wants to be left alone. Then, only if something is wrong, one line on the campaign that needs a hand: an error, a bounce rate climbing, or one that has finished sending and nobody has topped up. Nothing happened is a normal morning, and on those mornings it says nothing at all.

Works with

• Campaign Watch skill

Made by Otian AI.

Every business answers the same handful of questions forever. How much, how long, do you come out this far, what happens if it rains, can I change it later. Each one gets a fresh reply typed from nothing, each reply is slightly different from the last, and the worst version is the one written at the end of a long day.

This counts them. It reads the questions in your own mail, groups the five wordings of one question into one question, and tells you which ones actually come up, with the number attached. That number is the part nobody can see for themselves: everyone has a feeling about what they get asked most and the feeling is usually wrong.

Then it helps you write one good answer for each, drawn from what you have already said and from your own price list, policies or handbook rather than from thin air. You agree it, and from then on that is the answer. Nothing becomes the agreed answer without you saying so.

And when you reply to somebody in a way that contradicts an answer you agreed months ago, it says so and asks which one is right now, which is the thing that keeps the set from quietly going stale.

It writes and counts. Putting the answers on a page anywhere is yours: nothing here can reach a website.

Reading your mail needs an account connected on the agent's Connections tab, under Email, calendar, files. It works with any email account.

Works with

• an email account

Made by Otian AI.

A booking is not a calendar entry. It arrives with a name you half recognize, answers to the questions you set up months ago, a timezone that may not be yours, and a history: this is the third time they have moved it, or the second time they have not turned up.

Calendly holds all of that and shows you almost none of it. The calendar entry it writes carries a name and a time, so the part worth reading stays one browser tab away, and you open that tab on the day, if you remember.

Connect Calendly and your agent reads the real thing. Ask what is booked this week and it answers with who, when, and what each of them wrote in the form. Ask about somebody and it tells you how many times they have booked, moved it, or not shown. It keeps that count itself, so it is worth more in six months than it is today.

It can cancel a booking and make a one-use link too, and both are shown to you first. Nothing reaches the person on the other end without you saying yes.

Works with

• Calendly

Setting up Booking Watch

1. Make the token at Calendly, under Integrations, API and webhooks. Check reading users, event types, and scheduled events, plus writing scheduled events if you want your agent to be able to cancel one.
2. Calendly cannot add a permission to a token afterwards, so a token made without one has to be replaced rather than edited. Check everything you might want now.
3. If you also want the notes Calendly writes after a call, check meeting recaps as well and add the Meeting Notes add-on, which is where those live.

Made by Otian AI.

Acuity knows who is coming tomorrow, what each of them wrote in the intake form, and which hours a new client could still take. Finding any of it means signing in, picking the day, and opening appointments one at a time.

Connect Acuity Scheduling and ask instead. "Who's booked tomorrow?" comes back with each time, name and appointment type, then what they wrote in the form, and whether it is still unpaid. "When is Dana's next appointment?" finds her and says the day. "What's open Thursday?" asks Acuity for the real openings for that kind of appointment, rather than guessing from gaps in the day.

Tell it something to remember about a client and it keeps that in a Client Notes list, then brings it up the next time you ask about them.

It can also cancel an appointment, or move one to a time Acuity shows as open. It asks you first, saying whose appointment it is, which one, the new time, and whether Acuity will tell the client, and nothing changes until you say yes. Booking a new appointment stays in Acuity.

Acuity includes its API on the Premium plan, so the key is there only on that plan.

Works with

• Acuity

Setting up Acuity Keeper

1. Your User ID and API key are both on one page in Acuity, under Integrations, in the API section. If they are hidden, press View credentials, then copy both.
2. Acuity includes the API on its Premium plan. If there is no key on that page, check which plan your Acuity account is on.

Made by Otian AI.

In a shared inbox, every unanswered customer is somebody else's job until it's nobody's, and the owner finds out when the customer writes a second time, angrier. This hands that over. The agent sweeps the mailboxes the business shares, keeps one row per waiting customer, and checks the sent mail before every report so a thread a teammate already answered never shows up as owed. Ask “who's waiting on us?” and get one line per customer, longest-waiting first, with a customer who has chased twice at the top, because a second mail is someone deciding whether to leave. When a teammate claims a thread, the row says so; when nobody has, the blank says that just as plainly. Ask for a draft and it writes the reply from the thread itself; sending stays with the team. Teammates' own mailboxes stay theirs: the agent reads a personal mailbox only for the person asking, never to answer somebody else.

Works with any email account connected on the agent's Connections tab, under Email, calendar, files.

Works with

• an email account

Made by Otian AI.

A question becomes worth writing down at the point it has been asked enough times, and nobody notices that point going past. It happens over months, in an inbox, one message at a time.

This watches for it. Once a week it reads the questions that came in, matches each against the answers you already keep, and updates the count quietly in the background. Then it speaks only when something changed: a question that has now been asked three times and still has no answer written, an answer still sitting in draft that people are being given anyway, or a reply you sent this week that contradicts an answer you agreed months ago.

That last one is the one worth having. An agreed answer that has gone out of date is worse than no answer, because it is the one being given with confidence.

A week where none of that happened gets no message.

Works with

• Common Questions skill

Made by Otian AI.

Most things die in the gap between saying them and owning them. This voice closes that gap by refusing to let anything leave the conversation without a person attached and a day attached. Say 'we should probably look at the roof' and it comes back with an owner, a date, and a yes-or-no question, so agreeing with you is not one of the options. It will not take 'soon', 'this week sometime', or 'when I get a chance'; it picks a specific day and makes you say no to it. Once a date is set it goes quiet until the date. When a date slips twice it says so and asks whether the task is real, because a task nobody will ever do is worse than no task at all. Deleting one is always a legitimate answer. Pairs with the task and reminder skills.

Owner and a Date in a conversation

Made by Otian AI.