[Admin Assistant] Task 6: CRM Monitoring (HubSpot Deals & Follow-ups)

[jsirish]

Overview

Implement CRM monitoring with HubSpot integration for deal tracking, stale deal alerts, and follow-up management.

Requirements

HubSpot Integration

API Access: Via hubspot skill or direct API

Features:

• Fetch deals by stage
• Identify deals approaching close date
• Detect stale deals (no activity > 7 days)
• Track deal value and probability
• Monitor task follow-ups

API:

# Via hubspot skill
curl -H "Authorization: Bearer $TOKEN" \
  "https://api.hubapi.com/crm/v3/objects/deals"

Deal Alerts

Closing Soon:

• Deals closing in < 7 days
• Include deal value
• Include next step
• Alert in morning briefing

Stale Deals:

• No activity > 7 days
• Include last activity date
• Suggest follow-up action
• Alert weekly (Monday)

High Value:

• Deals > $10,000 (configurable)
• Priority monitoring
• Daily status check

Deal Dashboard

Display:

💼 HubSpot Deals Dashboard

Closing This Week (3):
- 🔴 [Deal 1] - $15,000 - Closes Friday
  Next step: Send proposal
  Last contact: 2 days ago

- 🟡 [Deal 2] - $8,000 - Closes Thursday
  Next step: Contract review
  Last contact: 1 week ago

Stale Deals (5):
- ⚠️ [Deal 3] - $12,000 - No activity 14 days
  Suggested: Send check-in email

- ⚠️ [Deal 4] - $5,000 - No activity 10 days
  Suggested: Schedule call

Follow-ups Due (4):
- [Task 1] - Call [Contact] at [Company]
- [Task 2] - Send proposal to [Email]

Follow-up Tracking

Track:

• Last contact date per deal
• Next scheduled action
• Overdue follow-ups
• Response times

Reminders:

• Follow-up due today
• Follow-up overdue
• No response after 3+ days

CRM Health Metrics

Weekly Report:

• New deals this week
• Deals won/lost
• Total pipeline value
• Average deal age
• Follow-up response rate

Deliverables

• HubSpot integration script
• Deal monitoring logic
• Stale deal detector
• Follow-up tracker
• Deal dashboard
• Weekly metrics report

Acceptance Criteria

• Deals fetched accurately
• Stale deals detected
• Alerts sent on time
• Dashboard current
• Metrics calculated correctly
• Follow-ups tracked

Technical Notes

• Use hubspot skill
• Store state in memory/crm-state.json
• Cache company/contact info
• Integrate with email for follow-up templates
• Track alert history to avoid spam

Relates to #182