What This Plan Covers
Four areas — click any card to go straight to that section.
Moving to Gmail
Set up Google Workspace, create two separate inboxes, migrate existing emails, configure DNS records, and connect everything to Zapier so the automations work from day one.
Inbound Email Strategy
Hourly automation that reads every new support email, searches the Knowledge Base, and either sends a safe auto-reply or escalates to a human via WhatsApp — with full logging to Google Sheets.
Outbound B2B Campaign
Daily automation that finds local businesses via Google Maps, locates a contact email via Hunter.io, has Claude write a personalised pitch, and sends it from the outreach inbox — capped at 20 per day.
Social Media Responses
Automated replies to Instagram comments, Facebook Page comments, and Facebook Messenger messages — all written by Claude in JustGym's voice. Complaints and sensitive topics are escalated to the team.
Tech Stack
Every tool used across both automations — Zapier App IDs, costs, and how each one authenticates. Includes a list of the two Zapier skills and where the plan documents are stored.
Key Rules
The most important rules that apply across every automation.
Member Routing
Not all inbound emails should be auto-replied to. The automation checks the sender against the member database before processing and routes accordingly.
Client Replies
Auto-replies use Knowledge Base content only. No internal names, system details, pricing outside the KB, or any mention of AI or automation.
Outbound Limits
Maximum 20 outreach emails per day. No business contacted more than once within 90 days. No pricing or guarantees in any email copy.
How It All Fits Together
One Google Workspace account powers everything — two inboxes, two automations, one shared log.
support@justgym.co.uk
Receives all member and public enquiries. The inbound automation checks this inbox every hour, replies automatically where possible, or escalates to your human agent via WhatsApp.
outreach@justgym.co.uk
Used exclusively for the B2B campaign. The outbound automation sends from this address daily at 9 AM so outreach never touches the support inbox.
| Automation | Trigger | Action | Zapier Skill |
|---|---|---|---|
| Inbound Triage | Every hour | Auto-reply or WhatsApp escalation + log to Sheets | Hourly Email Triage & Auto-Reply |
| Outbound Campaign | Daily at 9:00 AM | Find business, draft with Claude, send, log to Sheets | B2B Staff Benefits Outreach |
| Social Responses | On new comment or message | Claude drafts reply, posts to Instagram or Facebook, escalates if needed | Social Media Auto-Reply |