Personal AI assistant for repetitive sales admin (L1)
Give each rep a personal AI assistant (Lindy or Relevance) wired to their Gmail + Calendar. It drafts follow-up emails after meetings, books internal reviews, and chases unanswered threads. Saves 30,60 min/rep/day with no CRM changes required.
The steps
- 01
Pick Lindy or Relevance
Tool: Lindy
Lindy = best for non-technical users, drag-and-drop agent builder, strong Gmail/Calendar/Slack triggers. Relevance AI = more flexible, better for RevOps who want to template the agent and clone it across reps. For an L1 rollout, start with Lindy unless you already have a RevOps developer. Owner: sales ops. Time: 1 hour to evaluate. Pitfall: building from scratch when the tool ships templates for "Sales Assistant", use the template. DoD: one named tool, one assigned admin, billing set up.
- 02
Connect Gmail + Calendar (1 rep first)
Tool: Gmail
Pilot with ONE willing rep. OAuth-connect their Gmail and Google Calendar inside Lindy/Relevance. Scope permissions to read + draft only (do NOT give send-without-confirmation on day 1, trust is fragile). Owner: pilot rep + ops. Time: 10 minutes. Pitfall: granting full send permission immediately and watching the agent email a customer something embarrassing. DoD: pilot rep sees the assistant in their tool tray and can trigger a test draft.
- 03
Wire 3 specific jobs
Tool: Lindy
Don't try to automate everything. Pick 3 high-frequency tasks: 1) After every external meeting (calendar trigger), draft a recap email referencing the meeting transcript (pull from Granola/Fathom) and put it in Gmail Drafts. 2) Every Monday 8am, scan inbox for threads with no reply in 5+ days from prospects and draft a nudge. 3) When a rep gets an email containing "can you do {time}", check calendar and reply with 3 alternatives. Owner: ops + rep co-design each agent. Pitfall: vague instructions like "help with email", agents need specific triggers + specific outputs. DoD: each of the 3 agents fires correctly on test data 3 times in a row.
- 04
Measure & expand to the team
Tool: Manual
After 2 weeks, ask the pilot rep: (a) hours saved per day, (b) one embarrassing thing the agent did, (c) what they'd add. If hours saved > 3/week and no customer-facing incident, clone the setup to 3 more reps. Then the whole team in week 4. Owner: sales manager. Pitfall: rolling out to the whole team in week 1, one bad draft to a customer kills team trust permanently. DoD: a written 1-pager with "hours saved per rep per week" and "3 agents we run" ready to share with leadership.
Tools in this playbook
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Unfamiliar terms are defined in the AI and Revenue Dictionary. Related frameworks live in the framework library.