| name | webinar-followup-email |
| description | When the user wants the post-event follow-up email that distributes the recording and assets to registrants. Trigger phrases include "follow-up email", "post-event email", "recording email", "send the recording", "webinar follow-up", "thank you email", "post-webinar email". Run this AFTER the live event has happened and the recording is available. |
| metadata | {"version":"0.1.0"} |
Webinar Follow-up Email
Draft the email sent to all webinar registrants the day after the event with the recording link and any related assets.
Prerequisites
- Live event has happened
- Recording link is available (Zoom or wherever the recording lives)
- Brief is filled out (used for tone and key takeaway recap)
- Any post-event assets (slidedeck, partner audit signup, blog recap) are linked
Inputs to gather
- Recording link (URL — required; YouTube by default)
- Slidedeck link (if shared; HubSpot by default)
- Any other post-event assets the speakers want to share (audit form, partner offer, etc.)
- Audience split — default is two emails: one for attendees, one "sorry you missed it" for registrants who did not attend. Override to a single email to all registrants only if the user explicitly asks.
If a link isn't ready yet, write the draft with bracketed placeholders (e.g., [YOUTUBE_RECORDING_LINK], [HUBSPOT_SLIDEDECK_LINK], [FOUNDATIONS_SIGNUP_LINK]) so the file is final-form once URLs are dropped in.
What to produce
By default, two emails (attendees + did-not-attend). Each includes:
- Subject line + 1–2 alternates
- Preview text (50–90 chars)
- Body (150–250 words):
- Thank-you / quick framing of what was covered (one short paragraph). For the no-show version, lead with "sorry we missed you" framing instead.
- 3 bullet recap of the key takeaways from the webinar
- Recording link (clear, prominent)
- Slidedeck link (if applicable)
- Giveaway mention if the winner is being announced separately, or the winner reveal if announced here
- Foundations CTA — start a free Foundations account (frictionless, no demo)
- Partner asset link (if any)
- Sign-off — default is
Cerkl Thought Leadership Series Team. Override only if the user specifies otherwise (e.g., Tarek personally).
Cerkl context to apply
- Foundations sign-up is the next step — the recording is the value delivery; the CTA is the conversion ask.
- Don't pitch anything else — no upsell to Omni AI, no "schedule a call". One clear next step.
- Plain, human tone — the email is from someone who just ran the event with them. It should read that way.
Reference
Output
Write to <speaker-slug>-followup-email.md in the event folder.
Push both emails into HubSpot
After writing the markdown file, automatically push both follow-up emails into HubSpot as new drafts (one Attendees, one Did-not-attend).
Unlike promos, follow-up emails do not clone from a standing template. Clone from the most recent promo email for this same webinar so the new drafts inherit that webinar's audience list and subscription type — the lists you'll send to (Attendees vs. Registered-but-did-not-attend) are sliced from the same audience the promos targeted, so cloning the promo is the right starting point.
Step 1 — Check if drafts already exist (safety check)
Travis sometimes pre-clones the follow-up drafts manually before this skill runs. Before cloning, list BATCH_EMAIL emails and look for an existing pair matching the naming convention below:
Use the listing pattern from audit-marketing-emails Phase 2 — just the list call, not a full audit. Filter results by name containing the speaker's last name plus Follow-up.
- If both drafts exist → use
draft-marketing-email in update mode: read-modify-write each draft's body HTML and preview text. Don't re-clone.
- If neither exists → continue to Step 2.
Step 2 — Find the clone source
The clone source is the most recent promo email for this webinar — typically the day-before reminder (Email #3 from webinar-promo-emails). Cerkl-voice promos follow the naming convention [Speaker] [Month YYYY] - Webinar Promo Email #N.
Use the lookup pattern from draft-marketing-email Phase A to find it by speaker name. Confirm the source ID with the user before cloning.
If the promo emails were never pushed to HubSpot (unusual — webinar-promo-emails does this automatically), fall back to cloning any recent webinar promo for the same audience (e.g., 211471728030 "April 2026 Webinar - Matt Frost").
Step 3 — Clone the source twice and PATCH each
Use draft-marketing-email in create mode for each follow-up email.
Naming convention (matches the existing Matt Frost follow-ups):
[Speaker] Webinar - Follow-up - Attendees
[Speaker] Webinar - Follow-up - Missed
Examples:
Matt Frost Webinar - Follow-up - AttendeesMatt Frost Webinar - Follow-up - Missed
For each clone:
- Clone the promo source with the name above (create-mode workflow in
draft-marketing-email).
- PATCH the draft with the new subject (use the primary subject from the markdown — not an alternate), preview text, and body HTML. Use the read-modify-write pattern; do not reconstruct the layout.
- Capture the new email ID for the markdown footer.
Step 4 — Hand off to the user
After both drafts are staged, tell the user:
- The 2 draft IDs and where to find them (HubSpot → Marketing → Email → Drafts).
- What still needs human review/edits before publishing:
- Slidedeck
href (the [HUBSPOT_SLIDEDECK_LINK] placeholder in the body — HubSpot's rich-text editor is the right place to set the actual file attachment)
- Foundations sign-up
href (same — [FOUNDATIONS_SIGNUP_LINK] placeholder)
- Audience list selection — cloning carries the promo's list forward, but the Attendees draft needs the Attendees segment and the Missed draft needs the Registered-but-did-not-attend segment. These are different lists and must be switched manually.
- Send time.
- Subject line is set by Claude from the markdown file — review and swap to an alternate if desired.
Never call /publish. The user clicks publish in the HubSpot UI for each draft after review.
Step 5 — Append a HubSpot drafts footer to the markdown file
---
## HubSpot drafts
| Audience | HubSpot ID | Draft name |
|---|---|---|
| Attendees | `<new-id>` | [Speaker] Webinar - Follow-up - Attendees |
| Did-not-attend | `<new-id>` | [Speaker] Webinar - Follow-up - Missed |
Cloned from `<source-id>` (`<source-name>`).
Push update
After producing the follow-up AND staging the HubSpot drafts, append an update block to the relevant file in personal-assistant/projects/. See ../../CLAUDE.md for the protocol.
