post-demo-automation

Objective

Automate the post-demo sequence for Epiphan Account Executives to maximize deal momentum. Within 2 hours of demo completion, generate:

• Demo recap email (Challenger-style, vertical-specific template)
• Internal HubSpot debrief note (MEDDIC scorecard, competitive intel, next-step flagging)
• Calendar event or check-in plan (scheduled meeting or 3-day follow-up)
• Stakeholder expansion research (if single-threaded)
• 5-touch momentum maintenance sequence (Day 0, 3, 7, 14, escalation)

Reduces manual work, ensures consistent follow-up quality, and flags at-risk deals early.

<quick_start>

Quick Start

1. After demo ends, say: "post-demo Acme Corp" or "demo debrief Acme"
2. Provide demo details (optional but faster): Who attended, key takeaways, any objections
3. Skill collects data via Clari (recording), HubSpot (deal/contacts), Google Calendar
4. Within 30 seconds, you get:
   • Gmail draft (recap email ready to customize & send)
   • HubSpot note (internal summary with MEDDIC update)
   • Calendar invite draft (if next meeting confirmed) OR Day +3 check-in email
   • Stakeholder expansion plan (LinkedIn research, loop-in email draft)
   • 5-touch sequence outline (Day 0, 3, 7, 14, escalation triggers)
5. Review & send — all outputs are drafts; you customize tone and timing

</quick_start>

<success_criteria>

Success Criteria

• ✅ Demo recap email sent within 2 hours of demo end
• ✅ HubSpot deal note logged with MEDDIC update + competitive status
• ✅ Next meeting scheduled (or 3-day check-in drafted)
• ✅ Single-threaded deals flagged; stakeholder research drafted
• ✅ All 5 action items (recap, note, meeting, stakeholder, momentum) completed
• ✅ Deal stage advanced if demo was successful
• ✅ At-risk flags (no EB, unresolved objections, competitor) surfaced to AE
• ✅ BDR escalation auto-triggered on Day 14 if no response

</success_criteria>

Workflow: 5-Stage Post-Demo Automation

Stage 1: Data Collection (Parallel Calls)

Execute in parallel to minimize latency:

1. Clari Call Intelligence

   • clari_search_calls — find demo recording (last 24h, attendee email)
   • clari_get_call_summary — extract: key conversation points, objections raised, questions asked, action items discussed, buyer sentiment

2. HubSpot Deal Context

   • hubspot_get_deal — deal name, amount, stage, close date, notes, associated contacts
   • hubspot_search_contacts — all attendees + their titles, engagement score

3. Calendar & Activity

   • get_upcoming_meetings — check if next meeting already scheduled (next 30 days)
   • ask_agent — full activity timeline (calls, emails, notes) last 7 days for context

4. Output: Structured data object with demo metadata, attendees, deal stage, sentiment

Stage 2: Demo Recap Email (Challenger-Style)

Generate Gmail draft with vertical-specific template:

Email structure:

• Subject line: "Quick recap: [Company] demo + next steps" or "Thoughts on [Product] for [Company]"
• Opener (2 lines): Gratitude + curiosity ("Thanks for your time on the call. A few thoughts from my side...")
• Key takeaways (3 bullets max): Use Challenger Sale "Teach" angle — one insight they may not have considered
• Their action items: Summarize what THEY committed to (review ROI, check with IT, etc.)
• Our action items: What YOU'RE doing (send case study, schedule follow-up, etc.)
• Next step: Specific date/time proposed ("Let's reconvene Tuesday at 2pm to discuss...")
• Resource: Vertical-specific (Higher Ed: CMS integration guide; Courts: compliance case study; Gov: security datasheet)

Vertical-specific angles:

• Higher Ed: CMS integration (Kaltura, Panopto, YuJa, Echo360, Opencast), faculty adoption, lecture capture ROI
• Courts/Legal: Courtroom recording compliance, evidence management, accessibility for remote proceedings
• Government: Security certifications, FISMA compliance, public records retention
• Corporate AV: Enterprise scalability, multi-room control, IT integration (Crestron, Extron comparison)
• Healthcare: HIPAA compliance, telemedicine recording, clinical documentation
• Houses of Worship: Live streaming, volunteer training, accessibility
• K-12: Teacher training efficiency, remote learning, parental engagement

Tone: Challenger-style (teach, don't regurgitate; position as peer advisor)

Stage 3: Internal HubSpot Debrief Note

Create deal note with:

• Demo outcome: ✅ Positive / ⚠️ Mixed / ❌ Negative (inferred from sentiment + action items)
• MEDDIC scorecard update:
  • Metrics: Did they discuss ROI, budget constraints, or savings targets?
  • Economic buyer: Attended? Engaged? Or still hidden?
  • Decision criteria: What did they prioritize (ease of use, security, integration)?
  • Decision process: Is there a formal evaluation? Timeline? Competitive RFP?
  • Identified pain: What problem are we solving? Is it urgent?
  • Champion: Who's most enthusiastic? Who's skeptical?
• Competitive intelligence: Any competitor mentioned? (Extron, Blackmagic, Crestron, vMix, Teradek)
• Next step: Scheduled meeting date or "awaiting feedback on [topic]"
• Confidence rating: 1-10 based on engagement + MEDDIC health

Flags (auto-surface to AE):

• 🚩 No economic buyer attended
• 🚩 No next step agreed
• 🚩 Competitor mentioned
• 🚩 Objection raised but unresolved
• 🚩 Only 1 attendee (single-threaded)

Stage 4: Next Meeting Scheduler

Conditional logic based on demo outcome:

Scenario A: Next step agreed (e.g., "Let's reconvene Tuesday")

• Extract date/time from Clari call or HubSpot notes
• create_event — calendar invite (attendees: all demo attendees + AE)
• Title: "[Company] - Follow-up: [Topic]" (e.g., "Acme - Follow-up: ROI Discussion")
• Description: Link to deal in HubSpot + key agenda items from demo

Scenario B: No next step agreed, but demo was positive

• Create Gmail draft: "Check-in" email (Day +3)
• Subject: "Any thoughts on the [Product] demo?"
• Tone: Light, non-pushy; offer to schedule a call if helpful

Scenario C: Objection raised, unresolved

• Create Gmail draft: "Objection response" email (Day +1)
• Use LAER framework (Listen, Ask, Explore, Respond)
• Example objection: "We're waiting to see if our Extron system can integrate"
• Response: Acknowledge → Ask timeline → Offer to loop in their IT → Share integration guide

Scenario D: Demo was negative or attendees disengaged

• Flag for AE review + create "recovery" email draft
• Propose alternate approach or deeper discovery call

Stage 5: Stakeholder Expansion

If deal is single-threaded (only 1 attendee) OR only 1 attendee was truly engaged:

1. Research via Apollo:

   • Identify 2-3 likely stakeholders (CFO/VP Finance if budget/ROI discussed; IT Director if integration discussed; Operations if deployment discussed)
   • Pull titles, emails, LinkedIn profiles

2. Create "loop-in" email draft:

   • AE sends to champion, asking them to forward/introduce to stakeholder
   • Example: "Hey [Champion], I wanted to loop in [IT Director] since we discussed integrations — could you forward this to them?"
   • Includes short value prop + relevant resource (case study, demo video)

3. LinkedIn outreach talking points:

   • If champion can't loop them in, prepare LinkedIn request + message for AE
   • "I connected with [Champion] on the [Product] opportunity at [Company]..."

Stage 6: 5-Touch Momentum Maintenance Sequence

Outline the follow-up cadence (AE decides execution method: Gmail scheduled send, BDR, or calendar reminders):

Day 0: Demo recap email (Stage 2 output) — sent within 2 hours

Day 3: Check-in email

• "Did you have a chance to review the [resource] I shared?"
• "Any questions on the [key takeaway] we discussed?"
• CTA: "Let's schedule 15 min if helpful"

Day 7: Value-add resource

• Send: relevant case study (similar company/vertical), ROI calculator, or peer reference
• Subject: "Thought you'd find this useful from [similar company]..."
• Position as "sharing what similar teams are doing" (Challenger angle)

Day 14: Escalation threshold

• If no response by Day 14: escalate to BDR (Tim Kipper)
• BDR emails champion or unknown stakeholders (if found in Stage 5)
• BDR may propose lower-touch option or alternative meeting format

Escalation triggers:

• No response after Day 14
• 2+ emails opened but no reply
• Deal stage hasn't advanced
• Competitor confirmed + no differentiation discussed

Stage 7: Deal Stage Automation

Recommend HubSpot stage advances based on demo outcome + MEDDIC health:

Successful demo (positive sentiment + action items + next step agreed):

• Current stage: "Presentation Scheduled" → Recommend advance to: "Decision Maker Bought-In"
• Current stage: "Qualified Lead" → Recommend advance to: "Presentation Scheduled"
• Update properties:
  • next_step: [Date + topic of next meeting]
  • last_demo_date: [Today's date]
  • demo_outcome: "Positive"
  • demo_attendee_count: [Number]
  • economic_buyer_attended: Yes/No
  • competitor_mentioned: [Yes + name] or No

Unsuccessful or mixed demo (negative sentiment, objection unresolved, no next step):

• Flag for AE review; do NOT auto-advance
• Recommend recovery action: deeper discovery call, involve specialist, or escalate
• Update properties:
  • demo_outcome: "Mixed" or "Negative"
  • unresolved_objections: [List]
  • next_action: [Recovery recommendation]

Special flags in HubSpot:

• Add tag: #post-demo-[date]
• Add tag: #single-threaded (if Stage 5 triggered)
• Add tag: #competitor-[name] (if competitor mentioned in Stage 3)
• Add tag: #needs-follow-up-[date] (for Day 14 escalation threshold)

Dependencies

Required MCPs / Tools

• Clari (clari_search_calls, clari_get_call_summary) — extract demo recording + sentiment
• HubSpot (hubspot_get_deal, hubspot_search_contacts, deal updates) — deal context + contact research
• Apollo (for stakeholder expansion research)
• Gmail (gmail_create_draft) — compose recap email
• Google Calendar (create_event) — schedule next meeting
• Epiphan CRM MCP (activity_get_timeline, ask_agent) — full engagement history

Related Skills (Integration Points)

• meddic-call-prep-auto — uses MEDDIC framework for Stage 3 scorecard
• deal-momentum-analyzer — references deal health scoring; can hand off high-risk deals
• challenger-sale — Teach-Tailor-Take Control framework for recap email (Stage 2)
• never-split-the-difference — objection response framing (Stage 4 Scenario C, LAER framework)
• close-plan-generator — updates close timeline based on Stage 7 deal stage advancement
• ae-handoff-brief — BDR can use for Day 14 escalation (Stage 6)

Configuration & Customization

Vertical-Specific Email Templates

Edit the vertical angle in Stage 2 for your use case:

• Higher Ed: Emphasize CMS integrations, faculty adoption ROI, lecture capture as institutional asset
• Courts/Legal: Highlight courtroom recording compliance, evidence chain-of-custody, remote accessibility
• Government: Lead with security (FISMA, FedRAMP), public records retention, audit trails
• Corporate AV: Focus on enterprise scalability, IT integration (Crestron/Extron comparison), multi-site rollout
• Healthcare: Emphasize HIPAA compliance, telemedicine use cases, clinical documentation efficiency
• Houses of Worship: Streaming reliability, volunteer onboarding, accessibility for members with disabilities
• K-12: Teacher efficiency, remote learning continuity, parental engagement through videos

Objection Response Library

Customize LAER responses in Stage 4 Scenario C for common Epiphan objections:

• "We have Extron SMP" → Position Pearl as upgrade (SMP discontinued; Pearl has cloud, AI)
• "Blackmagic is cheaper" → Emphasize integration ecosystem + support
• "Crestron can do this" → Highlight simplicity, no programming required
• "We're evaluating multiple vendors" → Offer POC or ROI calculator

Momentum Sequence Timing

Adjust Day 3, 7, 14 cadence in Stage 6 based on sales cycle length:

• Fast cycle (K-12, small Corps): Day 1, 3, 5, 10
• Standard cycle (Higher Ed, Mid-market): Day 0, 3, 7, 14 (default)
• Long cycle (Gov, Enterprise): Day 0, 5, 14, 30

Example Workflows

Example 1: Higher Ed Demo (Positive)

Trigger: "post-demo University of Michigan"

Stage 1 output:

• Clari: 45-min demo with CTO (IT), Director of Learning Tech (champion), 1 unknown attendee
• Sentiment: Positive; questions focused on integration timeline + Panopto sync
• HubSpot: Deal $85K, "Presentation Scheduled" stage, close date 60 days
• Calendar: No next meeting scheduled

Stage 2 (Recap Email):

• Subject: "Pearl + Panopto integration strategy for UMich"
• Opener: "Thanks for the thoughtful questions on Panopto sync..."
• Takeaway 1: "Pearl's direct API integration cuts transcoding time — your faculty time-to-publish drops from 4 hours to 15 min"
• Takeaway 2: "Kaltura + Echo360 customers report 40% higher lecture upload rate when encoding is automatic"
• Takeaway 3: "Deploy Pearl in one building, expand after faculty sees adoption gains"
• Action items: "You'll loop in IT for network feasibility; I'll send the Panopto integration roadmap"
• Next step: "Let's reconvene Thursday 2pm to discuss phased rollout"

Stage 3 (HubSpot Note):

• Outcome: ✅ Positive
• MEDDIC: Metrics (adoption %; time-to-publish), EB (CTO engaged, buying signal on timeline), Decision (Panopto as anchor, needs IT sign-off), Process (60-day eval window), Pain (faculty adoption friction)
• Confidence: 8/10
• Flags: None

Stage 4: Create calendar invite for Thursday 2pm

Stage 5: Research 1 more stakeholder (Provost for budget sign-off)

Stage 6 momentum plan: Day 0 (recap sent); Day 3 (Kaltura case study from similar university); Day 7 (POC timeline proposal); Day 14 (escalation if silent)

Example 2: Corporate AV Demo (Mixed - Competitor Mentioned)

Trigger: "demo follow-up TechCorp headquarters"

Stage 1 output:

• Clari: 30-min demo with Facilities Manager (not EB), muted AV Integrator (skeptical), Finance passed
• Sentiment: Mixed; questions focused on cost comparison with Crestron
• HubSpot: Deal $150K, "Qualified Lead" stage, close date unknown
• Calendar: No next meeting scheduled

Stage 2 (Recap Email):

• Opener: "I caught some interesting pushback on Crestron — wanted to address that directly..."
• Takeaway 1: "Crestron is excellent; Pearl is complementary (no programming, plug-and-play for new campuses)"
• Takeaway 2: "Your AV integrator mentioned integration concerns — Pearl's REST API is documented; many integrators adopt it in 1 sprint"
• Next step: "Let's get your AV integrator and Finance on a 30-min tech deep-dive Thursday"

Stage 3 (HubSpot Note):

• Outcome: ⚠️ Mixed
• Flags: 🚩 EB (Finance) didn't attend, 🚩 AV Integrator skeptical, 🚩 Competitor mentioned (Crestron)
• Confidence: 5/10
• Recommendation: "Involve AV integrator in follow-up; offer tech POC to build confidence"

Stage 4 Scenario C: Create objection-response email (LAER framework)

• Listen: "I heard concerns about Crestron integration..."
• Ask: "How is your integrator currently handling multi-room control?"
• Explore: "What if integration took 2 weeks instead of months?"
• Respond: Offer tech deep-dive + share REST API docs + peer reference (corporate with similar Crestron setup)

Stage 5: Research AV Integrator + Finance owner; draft outreach to champion (Facilities Mgr)

Stage 6: Day 3 (AV integrator case study); Day 7 (REST API integration guide); Day 14 (escalate to Tim for BDR re-engagement with Finance)

Example 3: Single-Threaded Demo (One Attendee)

Trigger: "post-demo Acme Corp"

Stage 1 output:

• Clari: 20-min demo with only one attendee (VP of Communications; technically an EB, but no IT/Finance present)
• HubSpot: Deal $60K, "Presentation Scheduled", close date 45 days
• Contact only: VP Comms; no IT, no Finance, no Ops

Stage 5 (Stakeholder Expansion) triggered automatically:

• Apollo research finds: IT Director, CFO, broadcast team lead
• Create draft email for VP Comms: "Could you loop in [IT Director] and [CFO]? I want to make sure we address integration + budget concerns..."
• Create LinkedIn outreach talking points for AE (if VP Comms can't loop them in)

Stage 6 momentum: Day 0 (recap to VP Comms); Day 5 (escalate to Tim to call IT Director cold); Day 10 (offer executive business review if VP Comms doesn't expand thread)

Execution Checklist

Before triggering post-demo automation:

• Demo recording uploaded to Clari (automated if using Epiphan + Clari integration)
• Company name + attendee emails available (for Clari search)
• HubSpot deal exists and is linked to attendees (or AE provides deal name)
• Next step discussed in demo (optimal, but not required)
• AE has 5-10 min to review drafts before sending (all outputs are customizable drafts, not auto-sent)

After automation completes:

• Review recap email — customize tone if needed, add personal touch
• Review HubSpot note — confirm MEDDIC scorecard is accurate
• Confirm calendar invite (if next meeting scheduled)
• Review stakeholder list — add/remove based on your knowledge
• Confirm momentum sequence timing — adjust cadence if needed
• Send recap email within 2 hours of demo end
• Log HubSpot note within same day
• Schedule Day 3 check-in in calendar (as reminder, not attendee invite)

Troubleshooting

Problem: "Clari recording not found"

• Solution: Ensure demo was recorded in Clari; check attendee email matches Clari profile. If still missing, manually summarize demo in your request ("demo with CTO and IT Director, discussed integration timeline + ROI").

Problem: "HubSpot deal not found"

• Solution: Provide company name; skill will search HubSpot. If multiple deals exist, specify which stage (e.g., "Acme deal in Qualified Lead stage").

Problem: "No next meeting scheduled — what do I propose?"

• Solution: Skill creates Day +3 check-in draft by default. If buyer seems cold, request "recovery email" variant (deeper discovery call or involve specialist).

Problem: "Stakeholder expansion returned nobody new"

• Solution: Manual Apollo search recommended. Add stakeholders to skill input, or reach out to Tim (BDR) for cold outreach support.

Problem: "I want to customize the vertical angle"

• Solution: Edit the "Vertical-Specific Email Templates" section above before triggering skill. Or mention your vertical in the request ("post-demo Acme [Higher Ed]") and skill will auto-select template.

Advanced: Integration with Close Plan Generator

If using close-plan-generator skill:

1. After demo automation completes, trigger close plan with deal ID
2. Close plan uses MEDDIC scorecard (from Stage 3) + deal stage advancement (from Stage 7)
3. Close plan proposes milestones for Days 14, 30, 60 (aligns with momentum sequence)
4. AE updates HubSpot with close timeline; post-demo automation references it in Day 7 + Day 14 emails

Notes for Tim Kipper (BDR)

When AE escalates deal on Day 14:

1. Check HubSpot note for flags (no EB, unresolved objections, competitor)
2. Request from AE: attendee list, demo outcome, objections, and stakeholder expansion results
3. BDR re-engagement strategies:
   • Call IT Director / CFO (if single-threaded)
   • Send peer reference (similar company, same vertical)
   • Propose lower-touch option (30-min async video demo vs. live call)
   • Loop in Epiphan product specialist if technical objections exist
4. Update HubSpot with BDR activity; hand back to AE once champion re-engaged

Version History

• v1.0 (April 2026): Initial release with 5-stage automation, vertical templates, MEDDIC integration
• Roadmap: Add Slack notifications for momentum sequence; auto-escalation to BDR calendar; A/B testing on email subject lines