Blueprints

**For:** any business that takes enquiries by email. **What it does:** watches the mailbox folder you pick. Before any AI runs, a deterministic check settles what it can know for certain: mail from your own domains, submissions from your website form, known marketing platforms, bulk markers and automated senders. Everything else is read against a rubric that asks one question first — is this person asking us to do work, or is someone selling to us, telling us something, or asking us for a job? Marketing mail, statutory notices and job applications are kept out of the pipeline and the reason is recorded. Each genuine enquiry becomes a lead with its own reference, the platform picks the line of business (an email alias on a line routes directly) and the person responsible, and tells them itself. The enquirer gets one reply with their reference (someone who used your website form gets it at the address they typed, not the form's; you can switch form replies off when your website already sends one); later mail about the same open lead is added to it without another reply, so an out-of-office can never start a loop. When a colleague forwards you an enquiry, the lead is the original enquirer (not your colleague), and the reply tells your colleague it has been captured and who has it. Emails from LinkedIn, or forwarded from LinkedIn, are left alone: the LinkedIn capture blueprint handles those, so both can watch the same folder. **You set up:** the mailbox and folder (point it at a folder, not your whole inbox, when you start), the lead pipeline, your People, Lines of business and Working hours. **Optional:** addresses you always capture (a colleague mailbox that passes enquiries on), and a country split: install it once per office on the same mailbox, each taking its own countries' mail, with one catch-all for the rest.

**For:** any business that gets enquiries through LinkedIn. **What it does:** LinkedIn tells you about messages and enquiries by email. Point those notifications at a mailbox folder, or have colleagues forward them there, and this blueprint reads them: job alerts, likes and suggestions are ignored, and each real enquiry becomes a lead with its own reference. The platform picks the line of business and the person responsible, and tells them itself. An email sent by LinkedIn gets no reply, because LinkedIn's notifications come from a no-reply address. A LinkedIn email forwarded by a colleague gets one reply to that colleague, saying it has been captured and who has it. The source email is marked read and tagged 'LinkedIn' or 'LinkedIn (fwd)' in the mailbox. Every other email in the folder is left alone, so the email capture blueprint can watch the same folder. When the notification carries no email or phone for the person, the lead is flagged Needs Attention so nobody loses it. **You set up:** the mailbox and folder the LinkedIn emails arrive in, the address replies are sent from, the lead pipeline, your People, Lines of business and Working hours. To see the tags in colour, create the two categories once in Outlook.

**For:** any business that takes enquiries by phone, with a Twilio number. **What it does:** callers hear your greeting and a short menu. Each key points at a line of business; the platform records the caller as a lead the moment they choose (their number is captured automatically), can ask for their name, picks the person responsible from your People, Leave and Working hours settings, and tells them itself. After hours the caller hears when you will call back. A caller who says nothing still becomes a lead. **You set up:** a Twilio number (connect Twilio under Credentials, then point the number's voice webhook at this automation), the lead pipeline, your People, Lines of business, Working hours and the Phone menu wording. Saving the settings takes effect on the next call.

**For:** any business that answers its phone with a Vapi voice agent. **What it does:** your Vapi assistant collects the caller's name, number and what they want during the call, then posts a `save_lead` tool call to this automation's webhook. The webhook checks your Vapi secret first and does nothing for a call that doesn't present it. A genuine call becomes a lead with its own reference; the platform picks the line of business from what the caller asked for, chooses the person responsible from your People, Leave and Working hours settings, and tells them itself. The caller's number is captured even if the assistant didn't ask for it. **You set up:** a Vapi assistant with a `save_lead` tool whose Server URL is this automation's webhook and a custom header `x-webhook-secret` set to the secret you enter here; the lead pipeline; your People, Lines of business and Working hours. Nothing is hard-coded, and settings take effect on the next call without reactivating.

**For:** any business that wants to capture enquiries from its website with no developer work and no channel account to connect. **What it does:** every enquiry from your hosted form (or a form on your own site that posts to it) becomes a lead with its own reference (L-1001, L-1002…). The platform picks the line of business from what the customer asked for, chooses who is responsible from your People, Leave and Working-hours settings, tells that person itself, and chases the lead until it's actioned. Nothing is hard-coded — your People, Lines of business, Working hours and response times all take effect on the next enquiry without reactivating. **You set up:** your lead pipeline, People, Lines of business, Working hours and response times. The hosted form needs nothing connected — share its link or embed it on your site and enquiries land straight in your pipeline. **Good to know:** the form also carries the customer's “How did you hear about us?” answer and any campaign tags through to your Marketing-sources report.

**For:** any business that takes enquiries on WhatsApp. **What it does:** each message that reaches your WhatsApp number becomes a lead with its own reference (L-1001, L-1002…). The platform picks the line of business from what the customer asked for, chooses who is responsible from your People, Leave and Working hours settings, and tells that person itself. The customer gets a reply straight away with their reference and when to expect an answer, in working time. A second message from the same number while the lead is open is added to that lead, not recorded twice. **You set up:** your WhatsApp number, the lead pipeline, your People, Lines of business and Working hours. Nothing is hard-coded, and settings take effect on the next message without reactivating. **New in v2:** a new customer is asked once, with a one-tap list, how they heard about you (optional; never asked again).