01 — My Setup

Here's what my full lead system looks like

I want to show you the whole thing first, not because you need all of it to start, but so you can see what's possible. Then I'm going to give you the piece that does the heavy lifting.

1

The Scheduled Task Prompt

A single prompt that runs every morning at 7am. It scans my inbox for new leads, syncs each one to my Notion CRM, drafts personalised first-touch and follow-up emails, and reports back to me with what needs my attention.

This is what you're getting today

2

A Notion CRM as my source of truth

Every lead lives in a single Notion database with their name, email, what they wanted, what stage they're at, and the full context of every conversation. Claude reads from it and writes to it automatically.

My setup

3

Email frameworks loaded into the project

My first-touch template, my three follow-up emails, my voice rules and my offer language all live inside the Claude project. So every email Claude drafts already sounds like me.

My setup

4

A 4-touch follow-up sequence on autopilot

If a lead goes quiet, Claude knows to draft the next email in the sequence on the right day, with the right tone, and the right link. Nothing falls through.

Built into the prompt

Today I'm giving you step one. The prompt itself. It's the part that does the actual work. The Notion CRM and email frameworks are ones you can build alongside it. Once you have this running, you can stop thinking about lead management as a daily task.

02 — What You're Getting

What this prompt actually does

Save this prompt as a scheduled task in Claude. Set it to run every morning. From that day forward, your inbox manages itself.

📨

Scans your inbox daily

Searches Gmail every morning for new lead activity from your forms, ads, and direct enquiries.

📋

Logs every lead to Notion

Creates new CRM entries automatically. Updates existing ones with the latest activity. Never duplicates.

✍️

Drafts replies in your voice

Uses your saved email frameworks to draft personalised first-touch and follow-up emails, ready in your inbox.

🔁

Chases the quiet ones

Knows your follow-up cadence. Drafts the next email automatically when a lead has gone silent. No leads slip through.

03 — The Prompt

Copy this into Claude

This is the full prompt I use. Copy it into Claude as a scheduled task. Replace anything in [SQUARE BRACKETS] with your own info before you save it.

lead-system-scheduled-task.md

You are the [YOUR BUSINESS NAME] Leads Manager for [YOUR NAME], [BRIEF BUSINESS DESCRIPTION]. Every day, your job is to: 1. Scan Gmail for all [YOUR BUSINESS] lead activity in the last 24 hours 2. Sync that activity to the Notion Leads database 3. Draft any needed first-touch or follow-up emails --- ## STEP 1: SCAN GMAIL Search Gmail for [YOUR BUSINESS]-related emails from the last 24 hours using these queries: - "[YOUR BRAND KEYWORD 1]" OR "[YOUR BRAND KEYWORD 2]" OR "[YOUR OFFER NAME]" (from and to [YOUR NAME]) - [YOUR FORM PLATFORM] form submissions related to [YOUR OFFER TYPE] - Any replies from leads [YOUR NAME] has been emailing For each email thread found, extract: - Lead's full name - Lead's email address - Which [YOUR OFFER] they're enquiring about ([OPTION A] / [OPTION B] / general) - What stage the conversation is at (new enquiry, replied, follow-up sent, etc.) - Summary of what was discussed in recent messages - Whether the lead has replied or gone quiet --- ## STEP 2: SYNC TO NOTION LEADS DATABASE The Leads database is at: [YOUR NOTION CRM COLLECTION ID] Database page URL: [YOUR NOTION DATABASE URL] For each lead found in the Gmail scan: ### If the lead DOES NOT exist in Notion (search by email address): - Create a new page in the Leads database with: - Name: their full name - Email: their email address - Stage: set based on where the conversation is (New, Contacted, HOT, etc.) - Contact Type: how they found you (Ads if from a form/ad, Email if direct, Instagram if from IG, etc.) - Notes: brief summary of what they asked about and what [YOUR NAME] replied - Last Contacted: today's date if [YOUR NAME] has emailed them ### If the lead ALREADY exists in Notion: - Update the following fields: - Stage: update if the stage has changed (e.g. from New to Contacted, or Contacted to HOT if they replied and are engaged) - Notes: append new activity summary to existing notes (don't overwrite, ADD to what's there). Format: "[date] - [what happened]" - Last Contacted: update to the most recent date [YOUR NAME] emailed them - Do NOT overwrite payment fields, deposit fields, or any financial data - Do NOT change Stage to a lower stage (e.g. don't move HOT back to Contacted) ### Stage logic: - New: lead just submitted a form, no reply from [YOUR NAME] yet - Contacted: [YOUR NAME] has sent first email but lead hasn't replied - HOT: lead has replied and is actively engaged in conversation - [CUSTOM STAGE 1 e.g. "Guide Sent" or "Pricing Sent"] - [CUSTOM STAGE 2 e.g. "Call Booked" or "Demo Booked"] - [CUSTOM STAGE 3 e.g. "Sent Proposal" or "Sent Offer"] - Booked: lead has paid deposit / signed contract - Lost: lead has explicitly said no or gone cold after 3+ follow-ups --- ## STEP 3: DRAFT EMAILS Follow these rules when drafting: - Check whether [YOUR NAME] has already emailed the lead directly - Don't create duplicate first-response emails - Use brand-new drafts for first touch (not replies to form notifications) - Use existing threads for follow-ups - Follow the follow-up cadence: [YOUR CADENCE e.g. "FU1 after 5 days, FU2 after 6 more days, FU3 final"] - Never use em dashes - Use [YOUR NAME]'s saved Gmail signature "[YOUR SIGNATURE NAME]" - Only include the most appropriate link ([LINK A e.g. "deposit"] or [LINK B e.g. "call"], not both) For first-touch emails: - Do NOT include links on first touch - Offer 3 reply options instead - Include a scarcity note and a "not just a [YOUR PRODUCT TYPE]" paragraph --- ## STEP 4: REPORT After completing all steps, give a summary: - How many leads were found in today's scan - How many new leads were added to Notion - How many existing leads were updated in Notion - Which leads need email drafts (and what type: first touch, follow-up 1/2/3) - Any leads that look like they need special attention (very hot, asked specific questions, gone quiet) --- ## IMPORTANT RULES - Always search Notion FIRST before creating a new lead (to avoid duplicates) - Search by email address as the unique identifier - Never invent [YOUR OFFER] details, pricing, or dates - If something is unclear, flag it rather than guessing - Treat the Notion database as the source of truth for lead status - Gmail is the source of truth for email activity

04 — What To Customise

Replace these before you save

Every placeholder in the prompt above. Quick reference for what each one is.

[YOUR BUSINESS NAME]

The name of your business. e.g. "Linen and Light" or "The Studio".

[YOUR NAME]

Your first name. The prompt uses this to know which inbox to scan and whose voice to draft in.

[BRIEF BUSINESS DESCRIPTION]

One line. e.g. "an online business teaching content strategy to creators" or "a brand and web design studio".

[YOUR BRAND KEYWORD 1, 2]

Words that show up in your enquiry emails. Your business name, product names, common subject lines.

[YOUR OFFER NAME]

The thing people are enquiring about. e.g. "1:1 coaching", "brand package", "the September retreat".

[YOUR FORM PLATFORM]

e.g. Squarespace, Typeform, Tally, Flodesk, Wix.

[OPTION A] / [OPTION B]

If you offer multiple things, list them here so Claude can categorise leads. e.g. "Brand identity / Website build / general".

[YOUR NOTION CRM COLLECTION ID]

In Notion, open your CRM database, copy the URL, and grab the ID. The full URL works too.

[CUSTOM STAGE 1, 2, 3]

The stages specific to your sales process. The prompt already includes universal stages (New, Contacted, HOT, Booked, Lost). Add 2 to 3 of your own.

[YOUR CADENCE]

When follow-ups should go out. Mine is FU1 after 5 days, FU2 after 6 more days, FU3 as the final touch. Yours might be tighter or slower.

[YOUR SIGNATURE NAME]

If you have saved Gmail signatures, name the one you want Claude to use here. Otherwise leave it blank and tell Claude to draft your sign-off.

[LINK A] / [LINK B]

The two main links you send leads. Mine are deposit and call. Yours might be deposit and consult, or quote and book.

[YOUR PRODUCT TYPE]

For the "not just a [X]" paragraph in first-touch emails. e.g. "not just a course", "not just a coaching package", "not just a service".

05 — Set It Up

Six steps, no tech required

1

Build (or duplicate) a Notion CRM

You need a Notion database with these fields at minimum: Name, Email, Stage, Contact Type, Notes, Last Contacted. Add anything else specific to your business.

2

Connect Gmail and Notion to Claude

In Claude, head to Connectors. Connect your Gmail and Notion accounts. This lets Claude scan your inbox and write to your CRM.

3

Copy the prompt

Click "Copy prompt" in the code block above. The full prompt is now on your clipboard.

4

Customise every placeholder

Use the reference list above to replace every placeholder with your own info. Every single one. Don't skip any.

5

Save it as a scheduled task

In Claude, go to Scheduled Tasks. Create a new daily task. Paste your customised prompt. Set it to run every morning at the time that works for you (mine runs at 7am).

6

Test it manually first

Before letting it run on its own, ask Claude to do a test run. Review the output. Tweak the prompt if anything is off. Then let it run daily.

You'll need

Claude Pro with scheduled tasks turned on, plus Gmail and Notion connected as connectors. The prompt assumes you already have a Notion CRM and saved email drafts in Gmail.

06 — Before You Start

One important thing
this won't fire properly out of the box

I want to be straight with you. This prompt won't run the way it runs for me unless your Claude is set up properly first. None of this is technical. All of it matters.

For Claude to actually do this work for you, you need three layers of personalisation in place.

01

Your preferences

How Claude speaks to you. Your tone, your defaults, the things you don't want to repeat in every conversation. This is set once at the account level.

02

Your global instructions

The rules that apply to every chat, every project, everywhere. Your context, your workflows, your non-negotiables. So Claude doesn't need to be re-briefed each time.

03

Your projects with knowledge and instructions loaded

Each function of your business gets its own project, with its own knowledge base and its own instructions. So Claude knows your offers, your voice, your audience and your customers before you've typed a single word.

Without these three layers, this prompt will run, but it'll feel generic. With them, it runs like a teammate who already knows your business by heart.

That's exactly what I teach inside Claude OS.

07 — From Jacqui

Why I built this in the first place

I used to manage leads with three different tools, a notes app, and a really good memory. Leads were slipping through. I knew it. I just didn't have the time or the energy to fix it.

So one quiet Sunday I sat down with Claude and wrote this prompt. Tested it. Tweaked it. Set it to run daily. And then I forgot about lead management for about three weeks before I realised it had been silently doing the work for me the whole time.

The thing nobody tells you about AI in business is that the magic isn't in any one chat. It's in the systems you build that run on their own. This prompt is one of those systems.

If you set it up, customise it properly, and let it do its thing, your inbox will start managing itself.

xx Jacqui

Want the rest?

This is one of twelve systems
I teach inside Claude OS.

Six weeks. Twelve systems. Built for women in service businesses who want Claude running alongside them, not just sitting in another tab.

Take Me to Claude OS