Automate Your Client Follow-Ups Using Zapier + ChatGPT (No-Code Workflow)
Mini Workshop & SOP for Automating Follow Up
Ever miss a follow-up and feel like you dropped the ball?
Same.
Before I had systems in place, I relied on my memory, my calendar, and a dozen sticky notes.
Now?
My AI assistant handles client follow-ups before I’ve even opened my inbox.
In this post, I’ll walk you through the exact automation I use—no tech overwhelm, no coding.
Just a clear workflow that runs in the background and keeps your biz looking polished.
🛠 What This System Does:
📨 A lead fills out your form
✍️ Zapier sends that info into a prewritten prompt
🤖 ChatGPT drafts a warm, on-brand follow-up email
📤 Zapier sends it instantly via Gmail (or saves it to Notion)
🔁 THE SOP: Step-by-Step Setup
Step 1: Create Your Form Trigger
Use Typeform, Jotform, Airtable, or any tool that integrates with Zapier.
Make sure it collects key fields like:
Name
Email
Topic of interest
Custom field for any notes
Step 2: Set Up Your Zap Trigger
Go to zapier.com
Click “Create Zap”
Set the trigger app to your form tool
Trigger: “New Form Submission”
Test it to make sure Zapier can pull your sample data
Step 3: Format the Prompt for ChatGPT
Use the OpenAI app in Zapier (requires GPT-4 or GPT-3.5 key)
Prompt Example:
“Write a friendly follow-up email to [Name] who just filled out my form about [Topic]. Keep it brief, warm, and encouraging. End with a CTA to schedule a call or reply.”
⚡ Pro Tip: Add dynamic fields using Zapier’s variable picker — it personalizes each email automatically.
Step 4: Send the Output via Gmail (or Another App)
Add Gmail (or your preferred email app) as the next step
Use the ChatGPT output as the email body
Set subject line: “Great to connect, [Name]!”
Send from your business email
Optional:
Add a BCC to yourself to track outgoing messages
Or send the output to Notion or Airtable for logging
✅ Result:
You now have a follow-up system that:
Runs without your involvement
Feels personal
Never forgets
Buys back your mental energy
Prompt for follow-up emails:
Write a friendly and caring follow-up email to [Name], who just filled out my form about [Topic or Service].
The tone should be warm, welcoming, and human — like a thoughtful solo business owner who genuinely wants to help.
Include the following elements:
A thank-you for their interest
A sentence that reflects or affirms their situation (based on [Custom Note or Context])
A link to [Insert Resource or Calendar Link] to take the next step
Reassure them that they’re in the right place
Sign off with a calm, grounded tone
🧠 Output Example:
Subject: So glad you reached out, [Name]
Hi [Name],
Thank you for reaching out about [Topic]—it really means a lot.
Based on what you shared about [Custom Note], I think you're right on track. You're not alone in this, and I’d love to support you.
When you’re ready, here’s the next step: [Insert link]
Whether you’re just exploring or ready to dive in, you’re in the right place.
With care,
[Your Name]
Next Week: I’m walking you through the AI Dashboard I use to track content, clients, and operations in one view.
📥 Make sure you're subscribed, and if you want to go deeper — Evelyn’s here to help.