How I Use Claude + Calendly + ClickUp To Automate Discovery Calls

A lead booked a discovery call on a Friday afternoon. Before I sat down, my AI had already researched them, built a ClickUp pipeline card with talking points, and sent a personalized follow-up email — in under 10 minutes. Here's the full workflow.

📎 Book a free AI discovery call with Chris: chrismichaelharris.com
💬 Talk to Tarvis on my website: chrismichaelharris.com → concierge
🤖 Check out SPARC Connect (in BETA): sparcmarketing.ai

Watch video: https://youtu.be/qHmB__H241k

In this episode of The CMH Show, I'll walk you through an AI-powered lead management system built on Claude, Gmail, Calendly, and ClickUp. 

When a new lead books a discovery call, the system automatically researches the prospect via Gmail, surfaces their background, tech stack, and qualification level, builds a fully populated ClickUp sales pipeline card, and drafts a personalized follow-up email using the lead's own language — all triggered from a voice prompt on a phone.

This isn't a theoretical AI use case. It's a live walkthrough of a real workflow that saved over 90 minutes of manual prep — done on the go on a Friday afternoon.

⏱️ TIMESTAMPS:
0:00 — The lead came in on a Friday afternoon (context)
0:30 — Why speed of response is a conversion multiplier
1:00 — The MVP: Calendly link → Gmail notification → Claude research
1:30 — SPARC Concierge: the future version of this lead qualification flow
2:00 — How Claude pulls lead data from Gmail via MCP access
2:30 — The research reveal: "This is your most qualified prospect right now"
3:00 — What the ClickUp pipeline card includes (and how it's built)
3:30 — Talking points, tech stack, team size — all from one voice prompt
4:30 — Drafting the follow-up email — and why I don't pretend AI is me
5:30 — The Tarvis email: using the lead's exact words from their form
6:30 — The integrity principle: transparency as a conversion advantage
7:30 — The future agent-automated version of this workflow
8:00 — Discovery call CTA

Transcript

SPEAKER_00 0:00

I wanted to show you a process that I just built a week or so ago when I start offering discovery calls for AI integration. So if you're a service provider or a coach and you're looking to integrate AI in meaningful ways, whether that's through your marketing or just how you run your business, collecting to your project management tools, optimizing your thought partner with your cloud account. These are all things that I'm working with people on a regular basis about. And you can check that discovery link to book a call below to show you the process I'm actually going to walk you through here. All right, guys, I'm on the go today. So screen share only and no video. But from any lead source, in this case it was YouTube, what I did was I just sent people to a countly link. Now I am going to make that and I'm going to offer, I'm actually working on a tool on my website that I'm going to make available that other people can put on their website as well. But instead of just doing your like your basic run-of-the-mill opt-in form, you'll actually be able to talk to Tarvis, which is my thought partner that I built on Claude. So I won't get into the full architecture of that. We can talk about it in a future episode, maybe, but I've built many tools built off of the back of what I built in Claude, and it's called Spark. And one of the things that Spark can do is called Spark Concierge. And so you have a custom AI chatbot on your website. In this case, it interfaces with TARVIS. It would integrate with your thought partner as well, and you train it to sell like you would sell. So that'll be the long-term form of this. And he blinks and dances and does all of his stuff. But basically, you would say you would go through this process about AI integration and discovery, right? About what you could do with AI. So that'll be the future format. And what happens is it'll qualify this person, and if it's the right fit, it'll give them the booking link. That way you don't have a bunch of just Collie links just popping up and people, anybody in the world can just book with you. But also you get them excited and get them prepared for what you want to give them in terms of instruction. And so we're in an era where you need to respond to people quickly. In fact, I think it's within the first people expect a response now within the first two to five minutes, and people that are doing that are converting like at 80% higher, something ridiculous. So this will be the future iteration of what I'm showing you here. But for now, I always do MVPs, right? So just the Calendly link, and then directly that showed up as a confirmed booking inside of my Gmail. Now, what I did when I saw the lead come through as a notification was I asked Claude, my Tarvis, if you've seen previous episodes, I call my trained Claude account for my specific business. I call him Tarvis. And so Tarvis, I asked to look into Gmail to research the lead for me. And so I'll show you what I was able to pull up here. So what you'll see here is inside of Tarvis, which is my trained area inside of Claude, what I did was I won't show pertinent details about this person, privacy concerns, right? I won't show you the details of this person, but basically I asked it to give me a breakdown who he is and it told me what he does. I can ask it to research further, but links relevant to him, like things that he's done, places that he's worked, what his current business does. It actually gave me one flag worth noting. It seems it seemed to be that there was something that was contradictory in what it found about him online, which was really interesting, and it asked me to actually ask him about that. Like, what is it that specifically that you do because it seemed like it contradicted, which was crazy, right? It also told me the amount of employees that he has, which I guess is what he filled out in the form. So that was already provided to us. Sophisticated financial background. It actually said this is the most qualified prospect that you have right now. So I know this is blurred out and you can't see it, but pretty cool. And then it also said it gave me a recommendation on what to pitch him, which was crazy, right? So what I did from here was two factors, right? And I'll show you back to our architecture here. Is from the Gmail, we're able to scrape this, right? And Claw was able to pull that information from the Cowley form, but then also I asked it to do a search to give me more information, basically to do market research on him. But what I asked it to do was in the lead details inside of our sales pipeline on click up, was I had that push directly from what it pulled into building it inside of our sales pipeline. So pretty wild, right? It gave me the call date specifically, gave me location where he's located, which was good for me to know because I'm also located in Austin. So we were able to tap into that. He gave me his education, his current tech stack, uh, his corporate backgrounds, again, some of the some information about his past employee employment or his team rather. It gave me his calendarly note structured in a way that made a lot of sense for me, the service that he is the services that he's rendering. It told me it was a high-ticket prospect. He's already on click up, he's looking to quiet the noise. Like he gave me some crazy stuff, and then it also gave me some next steps that I could click off, like bullet points. So call on Tuesday, I'm gonna check that off. All right, clarify is this what he does, or is it this seems contradictory? Understand his current click up. Um so it already gave me talking points for the call, basically. Like Larry already gave me talking points for the call, and then it actually assigned it to a member of my team, Brian, who's our CTO, because he helps me research some of these topics relative to AI integration because he does that for our company, right? And helps me with that with our company. And then it set a priority. Now you can set whatever you want, right? You could push from your cloud account, you could leave whatever you wanted, subtasks and different things you want to add to it. But for the basic nature of this call, just being able to push this was wildly beneficial, right? But then I took it a step further and I asked it to draft an email. And keep in mind this is all in the go. I'm actually, this is my Friday afternoon. I'm out at this point. Like I'm out and about. And this came in, but I want to respond quickly. And so what we did from here, we'll go back to our architecture here, is we now done the research to click up and I had it draft an email from Claude. Now, I don't pretend that my AI is me, and I think that's I think that's misinformed for people to do that. I think it's not the right move, I think it's out of integrity. I would always tell people this is my AI, and I'm responding on behalf like a like an assistant would do something, right? So I said, Can you write an email? And I didn't tell it what to say. I just say, can you draft an email to him and basically let him know we're excited for the call. Pretty sure that's all I said with this. Now I asked inside of this claw thread. So this is what it came up with, and it put it in draft for me. It said, Hey, name. This is Tarvis, Chris's AI co-pilot. He has me handling some of his communications and asked me to reach out to you on your behalf. We read through your note and you're coming in with the right framing. A 15-person team running on Clickup with real projects and real clients. That's exactly the kind of operation where AI integration can make a significant difference, not just in time saving, but in how your whole team operates. Quieting the noise, which it pulled directly from the note that he said, those are his words, is something Chris talks about a lot. When you have that many moving parts, AI isn't just about automation, it's about creating clarity so your team can focus on the work that actually moves the needle. Chris is looking forward to hearing more about your operate how your operation runs and where the friction is. Come ready to talk with what come ready to walk him through your current workflow, the tools you're using, where things break down, and what you live to get off your plate. That'll make the 30 minutes as valuable as possible. See you Tuesday, March 31st, 4 o'clock PM Eastern Standard, Tarvis on behalf of Chris. So that literally, that was pretty much just pulling from the data that we already gathered. And so I'll continue to optimize this and teach people how to optimize this to get people closer to the sale. There may be some additional follow-ups that I would do here, but what'll probably happen and what I'd recommend, and and we're probably going to build as working on our own agents to either use for ourselves or to have other to productize how people utilize, is we'll actually create a process where an agent would pull some of the research and draft the email automatically. So a lot of this process will happen on its own, right? And so you could actually have it do research, so it hits the account, it hits your Gmail, and you could actually have this part done, sends in to click up, and then that research process is already kicking off on your behalf. And then from there, maybe it's just you drop in and say approved or whatever, it just drafts, and you this whole process down here is just done by agents. And so literally your entire process, especially once I finish the concierge tool, which has two views, which is kind of cool, you can open the tip of the chat or the center if you want them to really focus on it. But literally would just qualify the person for you and make sure that your entire process is automated. And so when you're talking about expanding not just your opportunities to bring in new leads, but then now in the back end, if you're optimizing your workflow with how you do how you run your business and how you do your marketing, you're eliminating so so many touch points here in the process. And so that simple integration between Claude, Gmail, Calendly, and then ClickUp, obviously, probably saved me, I would say, anywhere from an hour to an hour and a half, just in maybe one of these alone, the research process alone of just learning about this person. And I was able to pull that data quickly and already draft an email that sounded amazing, and just set this is from Tarvas and make sure that everything was booked and ready to rock and roll. So if this is the kind of thing that interests you or gets you excited, or if your work looks a little bit more discombobulated than this and you're wanting to tighten that up a little bit, feel free to take advantage of the same process. Go through the AI Discovery call. You won't be able to talk to Tarvis just yet. That part is only in beta on my site. You can play with it if you want to, but it's not fully, fully optimized yet. But I will send it there if you want to talk to Tarvis and play around with it in the meantime. Maybe this is you're watching this video weeks from now and I've already got it optimized. But you can talk to Tarvis in beta on my website, or you can just book your discovery call directly and we can talk about how something like this would look for your business and how you would optimize your workflow. So if you want to check that out, check the description below. And don't forget to like this video, subscribe, hit the bell for notifications, drop me a comment below, and I'll see you guys in the next one.