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AI agent for business development managers

Conference Lead Follow-up Agent

Follow up every useful event contact within three business days

Sales and outreachCommunicationSales
See how it worksGet access
Conference Lead Follow-up Agent: what goes in, what the agent does and what you get

What it does

After an event, BD staff come back with badge scans, business card photos and quick notes, and follow-up often slips for a week or more. This agent collects them into one list, matches each contact to existing CRM records, and enriches new ones with company and role from public sources. It then checks whether any contact is already owned in another rep's open deal; those are routed to the owning rep and removed from the list. It sorts the rest into hot, warm and keep-in-touch: hot needs a stated need or next step plus profile fit, warm is profile fit without a stated need. It drafts a personal follow-up for each hot and warm contact that mentions what was discussed. Keep-in-touch contacts join a newsletter only with consent. The BD person approves and sends each follow-up. Edge case: contacts in open deals go to the deal owner.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Event ends 2 USES A TOOL Collect scans, card photos and notes into one list 3 USES A TOOL Match contacts to CRM and enrich new ones 4 CHECKS THE RESULT Is any contact already owned in an open deal? If not: route that contact to the owning rep and removeit from this list. Back to step 3. 5 DOES Sort contacts into hot, warm and keep-in-touch 6 USES A TOOL Draft personal follow-ups for hot and warm contacts 7 YOU APPROVE BD person approves and sends each follow-up 8 RESULT CRM updated with event contacts
Read the steps as a list
  1. Event ends
  2. Collect scans, card photos and notes into one list
  3. Match contacts to CRM and enrich new ones
  4. Is any contact already owned in an open deal?If not: route that contact to the owning rep and remove it from this list. Back to step 3.
  5. Sort contacts into hot, warm and keep-in-touch
  6. Draft personal follow-ups for hot and warm contacts
  7. BD person approves and sends each follow-upThe agent waits here for your OK.
  8. CRM updated with event contacts

How it decides

Hot means a stated need or next step in the notes and a target profile fit. Warm means profile fit without a stated need.

  • Route contacts in open deals to the deal owner
  • Hot needs a stated need or next step
  • Keep-in-touch contacts go to a newsletter list only with consent

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Days to follow up (default 3)
  • Target profile definition
  • Email tone
  • Which contacts need approval

What keeps you in control

It always asks you first

  • Sending each follow-up email
  • Adding contacts to marketing lists

Hard limits

  • Never emails contacts owned by another rep
  • Never adds people to marketing lists without consent

It stops when

  • Done: all hot and warm contacts followed up
  • Stop: no notes or scans provided

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAfter a logistics expo on April 18, the agent processed 86 badge scans and 14 cards. It found 12 existing CRM contacts, and the ownership check failed for 3 that sat in another rep's open deals, so it routed them. Of the rest, 9 were hot and 22 warm. Drafts mentioned the specific integration each person asked about. The BD manager approved and sent 29.

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