prospect-refresh

name	prospect-refresh
description	Monday ICP prospect search + Gmail draft creation. Finds NET NEW prospects across all verticals using Apollo.
schedule	0 6 30 * * 1
timezone	America/New_York

Prospect Refresh Skill

Execute weekly net-new prospect search across all ICP verticals (Higher Ed, Courts, Gov, Corporate AV, Healthcare, Houses of Worship, K-12) using Apollo's People API. Deduplicate against existing HubSpot contacts. Enrich top 30 results. Create personalized Gmail drafts for each prospect. Output HTML report with drill-down links to HubSpot and Apollo records.

<quick_start> Trigger: Monday 6:30 AM ET (runs after prospect-enrich)
Manual Trigger: "Run prospect refresh" or "Search new ICP prospects"
Dependencies: Requires HubSpot portal 21530819, Apollo credits, Gmail [e-mail]
Output: 30 net-new prospects + 30 Gmail draft emails + HTML report with HubSpot links </quick_start>

<success_criteria>

• Query Apollo for ICP title + vertical combinations (ATL-first targeting)
• Deduplicate against HubSpot contacts (check email, company domain, name)
• Filter Golden Rules (exclude customers, channel, device owners, etc.)
• Enrich top 30: company revenue, headcount, funding, tech stack
• Create Gmail draft for each prospect (personalized template per vertical)
• Generate HTML report with sortable columns: name, title, company, vertical, ATL/BTL, links to HubSpot/Apollo
• Include ATL/BTL tier badges and vertical ICP scores
• Report: total prospects found, dedupe rate, ATL %, top 5 companies by headcount </success_criteria>

Stage 1: Define ICP Search Matrix

Verticals (7 ICPs) with targeting weights:

Vertical	ICP Score	ATL Titles	Target Count	Budget Authority
Higher Ed	90	CIO, VP IT, Dir. of IT Services, Provost, Dean, Dir. Academic Tech	5	>$50K
Courts	85	Clerk of Court, Court Administrator, Court Executive Director, Chief Judge	4	>$75K
Government	80	City Manager, IT Director/CIO, Director of Procurement, County Admin	5	>$100K
Corporate AV	80	VP Facilities, VP IT/CIO, VP Corp Communications, Dir. Facilities Ops, Dir. IT Infra	5	>$150K
Healthcare	75	CFO, CIO, COO, VP Operations, Director of Medical Education	4	>$100K
Houses of Worship	70	Senior Pastor, Executive Pastor, Finance Committee Chair, Facilities Chair	4	>$25K
K-12	65	Superintendent, CTO/Dir. Tech Services, Dir. Instructional Tech, Building Principal	3	>$10K

Total Target: 30 prospects (weighted by ICP score)

---

Stage 2: Query Apollo via People API Search

MCP Tool: apollo_mixed_people_api_search

Search Loop (iterate per vertical):

organization_locations: ["United States", "Canada"]
person_titles: [ATL_TITLES_FOR_VERTICAL]
organization_keyword_tags: [VERTICAL_KEYWORD] # e.g., "Higher Ed", "Education"
person_seniorities: ["c_suite", "vp", "director"]
organization_num_employees_ranges: [HEADCOUNT_RANGE_FOR_VERTICAL]
page: 1
per_page: 25

Example Query (Higher Ed):

person_titles: ["Chief Information Officer", "CIO", "VP Information Technology", "VP of IT", "Director of IT Services", "Director of Technology", "Provost"]
organization_keyword_tags: ["Higher Education", "Education", "University", "College"]
organization_num_employees_ranges: ["51,200", "201,500", "501,1000", "1001,5000", "5001,10000"]
person_locations: ["United States", "Canada"]

Output per vertical: Up to 25 results (name, email, title, organization, location, person_id, organization_id)

---

Stage 3: Deduplicate Against HubSpot

MCP Tool: search_crm_objects (HubSpot)

For each Apollo result, check:

filterGroups: [
  {
    filters: [
      { propertyName: "email", operator: "EQ", value: apollo_result.email }
    ]
  },
  {
    filters: [
      { propertyName: "company", operator: "CONTAINS_TOKEN", value: apollo_result.organization_name }
    ]
  }
]

Exclusion Logic:

• If email exists in HubSpot → SKIP
• If company + similar name exists → SKIP
• If domain in blacklist (channel, device owners, etc.) → SKIP
• Otherwise → KEEP

Expected Dedup Rate: 40-60% of Apollo results removed (existing contacts)

---

Stage 4: Apply Golden Rules + ATL/BTL Filter

Golden Rules (Hard Exclusions):

• Skip if company in crm_customers (customer check)
• Skip if contact tagged "Channel Partner"
• Skip if job title contains BTL keywords: Technician, Support, Intern, Admin, Engineer (non-director), Operator
• Skip if title in NEVER ATL list (Warehouse Manager, Network Admin, AV Tech, etc.)
• Keep: USA/Canada only, public company or funded (exclude bootstraps <$1M)

ATL/BTL Classification (per CLAUDE.md):

ATL Tier (Always Prospect):

• Chief (C-suite), VP, Director (IT/Tech/Facilities), Provost, Dean
• Court Administrator, Clerk of Court, City Manager, Senior Pastor

GRAY Tier (Budget Authority >$25K Required):

• Manager roles with Director+ reporting line
• Department Chair (context-dependent)
• Program Director (dept-level budget only)

BTL Tier (Skip for ATL-first targeting):

• Technician, Specialist, Coordinator, Support, Administrator
• Engineer (non-director), Operator, Instructor, Designer, Assistant
• Help Desk, Intern, Volunteer

Output after filtering: Typically 50-60% of dedup results (15-18 prospects per vertical)

---

Stage S — Suppression Gate

Before enrichment, remove suppressed contacts:

• EXCLUDE if bdr_suppression_until IS SET AND bdr_suppression_until > TODAY
• INCLUDE if bdr_suppression_until IS NOT SET (never suppressed)
• INCLUDE if bdr_suppression_until < TODAY (cooling period expired)

HubSpot filter: propertyName: "bdr_suppression_until", operator: "NOT_HAS_PROPERTY" OR operator: "LT", value: TODAY_ISO Reference: lead-suppression-spec (bdr_suppressed, bdr_suppression_reason, bdr_suppression_until)

---

Stage 5: Enrich Top 30 Results

MCP Tool: apollo_organizations_enrich (for company data)

For each retained prospect:

domain: organization.domain (from Apollo result or extract from email)

Enrich fields:

• annual_revenue, headcount, founded_year
• latest_funding_amount, latest_funding_date
• website, industry, keyword_tags
• technologies (current tech stack)

MCP Tool: find-and-enrich-contacts-at-company (Clay fallback for company data)

If Apollo org enrichment incomplete:

companyIdentifier: prospect.domain
dataPoints: {
  companyDataPoints: [
    { type: "Latest Funding" },
    { type: "Tech Stack" },
    { type: "Company Customers" }
  ]
}

---

Stage 6: Create Gmail Drafts (One per Prospect)

MCP Tool: gmail_create_draft

Per-Vertical Email Templates (Personalized):

Template A — Higher Ed (ICP 90):

To: prospect.email
Subject: Epiphan + [UNIVERSITY_NAME]: Hybrid Learning Infrastructure for [SCHOOL_TYPE]

Body:
Hi [FIRST_NAME],

I was researching [UNIVERSITY_NAME]'s commitment to hybrid learning and asynchronous instruction—I noticed the shift in your academic technology strategy.

We work with schools like [REFERENCE_UNIV] to solve a specific challenge: instructor burnout from manual video streaming and recording.

[COMPANY_NAME] provides:
- Live lecture capture (no manual setup)
- Auto-recordings to your LMS
- Multi-platform distribution (Zoom, Teams, Canvas)

I'm not trying to sell—just want to understand if this is a priority this quarter for your department.

Are you the right person to discuss academic video infrastructure, or should I loop in [ROLE_IF_DIRECTOR]?

Best,
Tim
--
Epiphan Video

Template B — Courts (ICP 85):

To: prospect.email
Subject: [COURT_NAME] Remote Proceedings + Video Evidence Management

Body:
Hi [FIRST_NAME],

I was reading about [COURT_NAME]'s recent adoption of remote hearing technology. Given the volume of video evidence you're handling, I suspect you're managing multiple formats and platforms.

We partner with courts in [STATE] to centralize video evidence capture and courtroom live-streaming.

Curious: are you managing this manually today, or do you have a platform in place?

Would be worth a 15-min conversation if you're evaluating vendors this quarter.

Best,
Tim

Template C — Corporate AV (ICP 80):

To: prospect.email
Subject: [COMPANY] Boardroom Modernization — 4K Capture + Distribution

Body:
Hi [FIRST_NAME],

I noticed [COMPANY] is expanding your meeting rooms and conference infrastructure. Given your footprint, I'm guessing you're wrestling with:
- Inconsistent video quality across rooms
- Integration with Zoom/Teams/corporate network
- Archival and compliance

We've solved this for companies like [REFERENCE_CORP] (similar size/industry).

Worth a quick call to explore?

Best,
Tim

Template D — Healthcare (ICP 75):

To: prospect.email
Subject: [HOSPITAL_NAME] Medical Education + Video Evidence

Body:
Hi [FIRST_NAME],

I was researching [HOSPITAL_NAME]'s surgical training and medical education programs. I see you're ramping up simulation labs and remote mentoring.

Epiphan powers video capture and distribution for teaching hospitals doing exactly this.

Quick question: who owns your medical education video infrastructure today?

Best,
Tim

Template E — Houses of Worship (ICP 70):

To: prospect.email
Subject: [CHURCH_NAME] Livestream + Archive

Body:
Hi [FIRST_NAME],

I noticed [CHURCH_NAME] is offering both in-person and online services. Curious how you're handling the livestream and on-demand library today.

We work with churches your size to simplify setup and reach.

Might be worth exploring—no commitment.

Best,
Tim

Template F — K-12 (ICP 65):

To: prospect.email
Subject: [DISTRICT_NAME] Hybrid Learning + Board Meeting Recording

Body:
Hi [FIRST_NAME],

I was researching how [DISTRICT_NAME] is scaling hybrid learning post-pandemic. Guessing you're balancing live instruction, recordings, and board meeting transparency.

Epiphan helps districts like [REFERENCE_DISTRICT] simplify video capture across buildings.

Quick question: what's your current capture setup?

Best,
Tim

Draft Creation Logic:

• Choose template based on prospect's vertical
• Substitute [BRACKETS] with actual prospect/company data
• Do NOT send—leave as draft for manual review
• Tag draft with prospect's ATL/BTL tier + vertical ICP score

MCP Tool Parameters:

to: prospect.email
subject: [PERSONALIZED_PER_VERTICAL]
body: [TEMPLATE_WITH_SUBSTITUTIONS]
contentType: "text/plain"

---

Stage 7: Generate HTML Report

Output Format: Self-contained HTML file with:

Report Header:

• Execution date/time
• Total prospects found (Apollo)
• Dedupe rate %
• Final net-new count
• ATL/BTL breakdown
• Top 5 verticals by prospect count

Sortable Table (JavaScript):

Name	Title	Company	Vertical	ICP	ATL/BTL	Headcount	Revenue	Gmail Draft	HubSpot Link	Apollo Link
Jane Smith	CIO	Higher Education Univ	Higher Ed	90	ATL	8,500	$2.1B	✓ Draft	[link]	[link]
Bob Jones	Court Admin	State Supreme Court	Courts	85	ATL	450	$120M	✓ Draft	[link]	[link]

Summary Section:

• Top 5 companies by headcount
• Top 5 companies by funding (if available)
• Vertical breakdown (counts by ICP)
• ATL % vs. BTL % in results
• Recommended dial priority (ATL first, >$500M revenue second)

Links Format:

• HubSpot link: https://app.hubspot.com/contacts/21530819/record/0-1/{contactId} (placeholder until contact created)
• Apollo link: https://app.apollo.io/search?filters... (from Apollo result)

---

Stage 8: Load into HubSpot (Optional Next Step)

Note: This skill outputs drafts + report. Sequence Load Skill runs 45 min later (7:15 AM) to:

• Create HubSpot contacts from top 30
• Validate phone numbers
• Add to Apollo outreach sequence

---

Emit Outcome Sidecar

As the final step, write to ~/.claude/skill-analytics/last-outcome-prospect-refresh.json:

{"ts":"[UTC ISO8601]","skill":"prospect-refresh","version":"1.0.0","variant":"default",
 "status":"[success|partial|error]","runtime_ms":[estimated ms from start],
 "metrics":{"prospects_found":[n],"drafts_created":[n],"atl_count":[n],"verticals_searched":[n]},
 "error":null,"session_id":"[YYYY-MM-DD]"}

Use status "partial" if some stages failed but results were produced. Use "error" only if no output was generated.

---

Skill Metadata

Version: 1.0 Last Updated: 2026-03-19 Author: Tim Kipper Status: Production Integration: Apollo + HubSpot (portal 21530819) + Gmail Tier: P1 (Core BDR Automation) Triggers: Scheduled (Monday 6:30 AM) + Manual ("Run prospect refresh") Dependencies: prospect-enrich (runs 6:00 AM), feeds into sequence-load (7:15 AM)