Make.com CRM Automations & How to Build A Scalable Sales System

what's going on everybody welcome to another video in our course make.com but for people who want to make real money today what I'm going to be teaching you is how to build an automated highquality CRM or customer relationship management platform using make.com as our driver I routinely sell these systems for between 5 to $10,000 to other clients I've built out more or less the exact same system that I'm going to show you for my own businesses which now do well over $ 70ish th000 a month and really this is just one of those high value

fundamental operation skills that I think anybody that's doing automation as a service should know so if you're an experience Mak of you're just some newbie getting started this video is for you stay tuned and let's get into it okay so what is it that we are doing in practice today well it's quite simple we're going to set up a CRM in a project management software called clickup that's number one you don't have to be familiar with with clickup to understand what we're going to do in this video clickup can be subbed out for literally any

project management software out there you could even hypothetically use Google Sheets and achieve the same result although I personally like using a dedicated platform because it's just sexier um after we've set up the sort of foundation in our customer relationship management system so we're going to set up fields and columns and all that sort of stuff we're going to automate a couple of key aspects of the process if you've watched previous videos uh one of them included like a proposal generator where we did basically something similar in Monday so I'm not going to build out

that aspect of it but you can imagine how you can integrate any sort of function like that like a oneclick proposal or some automatic status field thing um in make.com and just have that added to the step and basically what I'm going to build out for you today is is it's going to be like a a nub that you can then build anything else out for your own system or your own CRM or your own business the reason why is because crms in and of themselves are aren't very powerful they're simply places to put data

where you can read through them later like your customer's birthday or their first name their last name the place they went to school and that's not really the high Roi part here the high Roi part is taking that data and then using it to template out sales activities do things like track uh revenue or cash collected or dashboards that sort of thing and just make sure that your sales team always just knows what's going on at every point in time those are those are the higher activities and so um this the CRM that I'm going

to build it's just going to be like a a very standard template with only a few columns um what I want you guys to do is if you're building this out for your own business or if you're building this out for your clients make sure to add another like five or 10 times the fields here make sure that all the information you're getting about your customer is relevant to your product or your offer or whatever you need uh because the more information that you have typically the more information you can template out uh you can

do cool things with it like I don't know Auto autogenerate voicemail drops or something like that like like I've done tons of that and it's pretty amazing but you can only do that if you know you actually collect the information okay anyway before I beat myself to death here waxing poetic um here's what the serum looks like specifically so I have an uh basically I have a bunch of leads so one's called hyic marketing the other's Jeremiah Watkins the last one's taly right these might be companies these might be people whatever I've left this uh

potent purposefully ambiguous we then have a date updated field uh which simply is a default Field in clickup uh where you can like click uh new column and then just write like date so date Clos date created date done whatever clickable will just automatically update this field every time one of the various other fields in the record is changed this is usually just really good to get into practice of having an any CRM there's then a contact email obviously and we're probably going to contact them through email so that makes sense there's a prospect status

which is in this case um I've broken down our pipeline into the following five steps these steps are basically like the core flow of any agency or coach offer um you can add more steps here as needed but I would usually recommend always having this uh flow at minimum and then depending on the specifics of your offer maybe adding one or two more steps after that generally speaking the fewer steps the fewer places for to go wrong and the fewer places for leads to sort of stagnate so the flow in our case is uh there's

an intake field which we just call interested um presumably if they're in your CRM they're interested in your product so I think that's a fair assumption you can call this whatever the hell you want intake Q unprocess whatever then there's a meeting booked field uh meeting booked means like they are in a discovery call calendar somewhere and they're just waiting to be called and so maybe this is like a Google meet or some like that where people are just like waiting um on the call they've like kind of filled out your calendar link and you

know they booked it and this is something that I do want to automate I'm not sure if we'll be able to get to the point of automating it today just spending on time but this would be pretty cool to do so a lot of the time people um have to like manually update from intake to meeting booked and that just gets like really unreasonably annoying um then we have a waiting proposal so presumably if you're doing a one call close which is what the system is called um you know now we have the meeting booked

so we have some type of outcome maybe they really liked our service what do we have to do now we have to send them a proposal or some type of like sales activity to move the process forward after that we need a stage just to show them that that is done so we are currently waiting on the client to do something and this is important because this is probably our highest value stage right if if a client has made it to the stage we've invested or if a prospect has made it to the stage we've

invested a lot of money into them um the company that you're working for maybe has invested a lot of money into them and so you know anything that we can do to nudge up the conversion rate at this point by a percentage or two is important U which is why it's always pays to have a separate field for it so you can start automating things like follow-ups and that sort of and then finally we have a one stage and then a loss stage and the idea here is that when a client moves to one or

a prospect moves to one they are transformed into a client and then they actually um get rid of themselves completely from the the CRM or from the leads list anyway because they're no longer like somebody that the sales team is supposed to be taking care of they're somebody now that like the Fulfillment team or the client management team or the customer success team uh is taking care of and is their responsibility um I always operate on a principle of to to minimize diffusion responsibility somebody just left me a pretty insightful comment on this yesterday the

day before and so basically I always just want to have one team responsible for one thing if there is a sales team I want them to be responsible for the sales activities if there's a fulfillment team I want them to be responsible for the Fulfillment activities the fewer people you have going back and forth between various silos um usually the better and that's not to say that like people shouldn't have data transparency in a business it's just to say that in practice you know the people that you hire for to do sales activities are very

different from the people you're going to hire for to do like fulfilment activities so just try and minimize their overlap wherever possible and so what that means is after they move to one I'm just going to move them over to this client's list here called client example build I've added like some random BS um columns here like client type High ticket client email uh Nick at left click Nick left click. um yeah and then I have a source field this is just meant to show you guys that you can track stuff like Source automatically there's

an assign e column obviously which is just where you're going to say hey this person owns this lead or this person brought this lead in and then I also have a discovery call URL column which is pretty interesting and I may or may not get into that I don't totally know yet if I'm being honest um but uh yeah if I do then we'll we'll talk about it at the end and then if I don't then boohoo um it'll be a mystery so as you see I've built out a couple of these um I built

this out a few minutes ago you know about 15 20 minutes ago just to like ensure that I could build this out in front of everybody so I'm going to do that again now and I'm basically going to like recreate this over here I'm just going to do it uh for the purposes of showing you guys how to do something like this in clickup so if you want to do this and click up yourself first thing you do click that plus click list call it whatever you want now the way clickup works is um we're

going to add a record that I'm just going to call myself uh you have a bunch of columns here which you have total customization control over I don't want due date so I'm going to right click and go down to hide column I don't want priority right click and then hide column this plus button when you click it you can add new Fields so I'm going to add a couple new Fields one is a dropdown this I'm going to call stage I'm going to have several options here I'm going to have intake I'm going to

have what I just say meeting booked I'm going to have uh waiting proposal good God I'm old proposal scent uh and then the last one we're going to have no we're going to have two more we're going to have one and then we're also going to have lost okay great uh you can add colors here if you want to make it all sexyy so what I'll usually do is I'll just like pick a primary color like I don't know pink no pink is sort of weird let's do this and then I'll usually just try and

like make uh I'll just alternate the darkness I guess guess of the leads the further that we go down the pipeline uh and you don't have to do this this is just me being sort of OCD I just really like the way that it looks um I like when I open up my pipeline for it to be nice and sexy and everybody on my team to say wow uh Nick are you an artist so that's what I'm going to do here um and I'm just going to take an undo unreasonable amount of time to do

it as well okay great that looks just about done [Music] go back here and then maybe we'll just make this really dark one and then lost is just going to be red because lost should make you cry and bleed okay so now we have a stage uh column just just pretend this person has intake that's nice move this all the way over here um assign e I'm just going to set to myself and what else do we need here we need I want a date updated colum so date updated let's move that over here anytime

anything here is changed this this column will update kind of self-explanatory I'm going to add another drop down we're going to call it Source platform um this is going to be just a way for you to like identify which area people are coming from maybe a Facebook and Instagram whatever actually let's do that I always like to make things more actionable and and relevant um what other fields did we have here that I'm forgetting contact email oh yeah obviously we need to host their email somewhere just going to call this contact email this may or

may not great because I actually have another field with the same title yeah yeah I can't do that let's just call this um lead email sure okay and then we'll stick this over here I'll add my own email here for brevity and then you can imagine how depending on your own communication platform you can add your phone numbers you could add your home address you could add uh the times of day that they shower I don't know you can get as granular as you want with this stuff uh I'm not going to in my case

because this is just a demonstration and it's supposed to be very simple last thing I'm going to do in order to organize this data better is let me see if I could actually copy and paste this how do I duplicate records and click up okay not going to do that I'm just going to add a bunch of new ones uh Peter Wick let's do Sarah mats and then let's just separate their stages so I can show you this and we'll Pretend This is like an active Pipeline and left click is getting packed these days huh

the price success s is going to be me for all them maybe I got myself on Facebook I got Peter on Instagram and then Sarah on Facebook so the last thing we're going to do is we're going to group these if you see right now these are all Todo um I don't really care about the to-do I've created my own stage field here that's different from clickup built-in status field I would recommend that you guys do this um the rationale behind it is if you're like a person that's heavily involved in clickup um you can't

really create subtasks uh with different statuses than the parent unfortunately or at least you couldn't when I started doing all this stuff maybe you can now click Up's always updating U but as a result I was like just create my own stage field anywh who uh when you Group by stage then it looks like this so you can see how as people progress through your pipeline they go from top to bottom which is sort of logical right keeps things organized for your salespeople all right great uh we have this uh leads example build and then

I also created one called clients example build exact same sort of idea I mean I think at this point it's it's simple enough that I don't have to uh rebuild it but you know we have two offers or whatever that people come in on there's like a high ticket offer and there's a low ticket offer so maybe uh I signed one second copy on my low ticket offer and their client email is Nick it left clicky oops I don't know what happened there okay I guess by clicking it I opened my email uh software so

and then I exited out of clickup boohoo okay I'm back just edit that because I do not like the way that that looks okay wonderful so um yes where were we so so we're back at the leads CRM now we've essentially at this point built the foundation of our CRM we have the scaffolding we have um you know everything basically ready all we need to do is now fill that in with cool automations that actually like allow our serum to do things that are high value High Roi and so from this point on now we

can finally use make um I know a lot of the guys that are watching this for a lot of the people that are watching this are probably like hey what the hell it's supposed to be a make tutorial we just spent like 15 minutes covering something that isn't make but uh you know a lot of the time for in automations you're just going to have to learn how to build these things out so I wanted to make it as clear as possible how you do it and clickup depending on the platform you're using there are

different ways that this sort of thing can happen you can use like uh like clickup has built-in web hooks which make it really easy to automate Things based off status changes so if I stage if I change a stage from intake to meeting booked for instance I can send it a web hook somewhere else and then do something with that which is obviously really cool and so what I'm going to do here is when something changes to um let's do awaiting proposal so after the meeting has occurred when the status of the stage changes to

a waiting proposal we're going to send the lead a quick email and that email is basically just going to thank them for the call and let them know that we're going to send them over a proposal sometime in the next like two or three hours purpose of this is going to be to confirm intent to make sure that you know the conversations that we're having are consistently High Roi to deliver that sense of professionalism and to basically prep the person for a sales proposal we want them to know that we are about to sell them

on something we want them to be ready for it um so this is a good example of a change that I've made in a ton of companies that yields like uh 2 or 3% Improvement in conversion right super simple right but you would be surprised as to how many salespeople because they're busy doing the that really matters which is selling I forget about Minor optimizations like this so that's the first thing we're going to build out we're going to build out when the status is a waiting proposal how to send over an email then I'm

going to um let's build out a flow that when the meeting is booked it'll automatically update the the uh stage from intake to meeting booked that that would be good as well and then if there's anything else that comes up over the course of the next few minutes just as I'm building this then I'll I'll add that in as well but I think that probably suffices to show you guys just the potential of automating stuff with uh with a high through pits I will say uh you can get as gr as you want with this

a big flow that I used to really like was every time a lead would be added I'd send them like a wonderful customized flowery message with gp4 uh I then embed like a calendar link and that calendar link would allow them to book when they booked I would then grab the email from the booking use that to update their record here I would say meeting booked and then I'd send them a bunch of like customized follow-up messages afterwards basically confirming that they're going to show up to the call so like four hours out I was

just like hey Peter man you know I was just on your Instagram looking at your dog picks and thought that they were great uh just letting you know that I'm all good for the call in four hours right we had a big problem with meeting drop off and this is just a good way of minimizing that uh and then we'd have the call and then depending on how I classify the call if it was like a good call or a bad call or whatever I would send out one of those customized emails I would then

automatically generate a proposal wait 10 minutes send over the proposal to them immediately afterwards um I've experimented with doing things like creating uh artificially generated videos using the columns in a CRM like this like man you can go as granular as you want so I just want you guys to know this is going to be the nub that we build everything else onto after and if you guys want to see me build out one of these processes specifically just let me know uh let me know down in the comments and then I'll see if I

can add that the stack okay so first thing that we're going to do is uh after a meeting is um yeah basically what we want to do is we want to send them a message when we move the status to a waiting proposal and that's super easy to do so I'm going to go back over here and I have a bunch of other silly automations so I'm just going to create a new one and what I always like to do uh when I do serum stuff is just to name it like where's the the origin

source so I'll say click up um stage changes to what was it awaiting proposal stage change to awaiting proposal and then we'll say send followup email okay great I'm going to add a web hook listener here got mail hooks web hooks we going use this one I'm going to add a new web hook I'll say click up stage change to awaiting proposal this is about as organized as will ever be and then I'm going to go back to here and the way that you add things like web Hooks and stuff like that and click up

is you go to the automations tab in the top right hand corner uh click add Automation and then um in my case I know exactly where to go because I've done this multiple times but you can click through and just see the potential of the various things that you could automate and clickup um basically clickup just lets you send a web hook whenever the hell anything happens very simple so in my case um I want when a custom field changes the field that I want to select is stage and then when anything changes to a

waiting proposal I then want to send a web hook okay great so uh I have the web hook URL just copy that in so I'm going to click create awesome when custom field changes then call Web hook you can document this as much as you want down here for the purposes of brevity I'm not going to uh but I do recommend that people usually do that and I'm going to run this and I'm just going to test what that happen what happens when I do that so let's say we just had a meeting with Peter

Wick we're now Ching the stage to waiting proposal uh we just sent over a web hook make received it and you'll see make gives us tons of information about this we get the ID of the record as it's represented in clickup which is important we're going to use that later we get the name we get the status field we get uh custom Fields right we get the assign field the lead email contact email Source platform there're all these custom Fields basically that I filled out that we actually get now as a result of just that

simple ping so that's awesome click up you just do literally anything with any of this information and you can imagine how you could build out any flow um that you know is responsible for changing stages or whatever but any uh that's simple enough so what I'm going to do here is now I'm going to just open an email module and what we want to do is we want to send an email I am going to send Save the message after sending and then we're just going to put it in sent mail the email address that

I'm going to use we may have to pull another value out of this so custom field see there's a value Peter at L click this may work this may not I'm not 100% sure um you know what why don't we get in the habit of just like calling that clickup uh actually getting the clickup record first that's a good habit to get into okay so um basically what I want to do is I want to add a separate module called the clickup get task module because what I want to happen is when we send the

web hook back sure we do technically have all of the information or most of the information here but I want to send another request over to click up to get it formed in a very nice and simple way that's a lot more maintainable than this um web hooks you know for the purposes of compression and a bunch of other developmental reasons um are usually sort of difficult to deal with directly and so if you guys remember back in my uh proposal video where we were automating proposals I got the web hook and then I used

that to like call Monday again with the ID of the record we're going to do the exact same thing here we're just going to use the payload ID to get the field um so clickup has a module called get a task makes that pretty simp simple um we're always going to select map and then the ID that we're going to use is this payload ID don't use that ID up there that's just a long one um that references the web hook specifically now I want to test this I want to make sure that this worked

so what I'm going to do is I'm going to go back to Peter Wick and I'm just going to copy this URL up at the top this this is the ID is represented by clickup you can also find it here I'm going to go back here run this module only this will allow us to test I'll click ID and I'll see if it got it okay great I got it so as you see we have all the fields and then there's also a field here called custom Fields with the lead email field which is what

I want uh and it's just like much sexier and easier and more maintainable so we're going to use that sure it'll technically add one additional execution to our cycle uh but I'm okay to make that tradeoff if it means that you know it's just a lot easier to to deal with um a lot of the time when you do something like this and you kind of screw up like me you have to uh res save this module which is sort of annoying um and by resaving the module you sort of like allow it to access

previous module flows so that's just what I did um in the clickup module the email address is where is it here ah yes lead email and so now what we're going to be doing is sending the email there um subject line thanks for the call and then um I'll do a couple things here I'm using HTML tags here because I want to make sure this email's properly formatted but you don't have to um I'll say hi blank thanks for the call earlier just letting you know that I'm working on a proposal work on a proposal

immediately and have something over to you in the next two to three hours stay tuned and let me know if you have any questions okay I'm going to add another couple BR tags here for spaces I'll do that again here and then I'll say thanks and then I'll go BR and then um I don't know if you have one salesperson this is a lot easier if you have multiple salespeople what you can do is you could go down to this assignes tag you could grab the username and then you could split the username by a

space we're going to do this in a second and then just grab the first uh the first name there U but in our case I'm not going to do that I'm just going to write Nick it's hardcoded it's easier and uh in this hypothetical example I am the only salesperson what I'm going to do here is I want to reference their first name right the issue is um I don't have a column called first name in my CRM and you'll find a lot of older more Antiquated crms don't actually have that column uh or or

functionality s I'm just making sure my microphone isn't running out of battery um so what you do in that case is you know we only only have a full name column Peter Wick so I'm actually going to pull that data uh and then I'm going to split it using the text separator split function this is really cool and I use it all the time and if you go to this a and then if you scroll down to split you'll see how it works you basically split a a string into multiple strings based off of the

appearance of of a character so what I want to do is basically based off the appearance of a space I want to split this into two and then I want to grab the first so a high split task name splitting it by space and then another design pattern that a lot of people use in make is the write get get is a way that you get an element from an array based off its place in the array and so it starts at one so it's one indexed as opposed to zero indexed if you guys are

familiar with that from programming but basically um if we think about it logically we just took the name Peter Wick separated based off of space now we have two elements one's called Peter one's called Wick and now we're getting the first of that element so the Peter so get uh we just had the array and then I'm just going to write one and that should work probably about a 95% chance that it does I may have screwed something up but uh if I did then we'll see how to debug stuff as well um let me

just run this module as a test so I always like to do this I'm going to use Peter Wick oops as that and then the example is going to be Nick at left click. a which is my email address see I'm uh laying down them booked meetings here and then oh somebody wants me for thumbnail design well that's very nice oh wow somebody's re-editing my thumbnail dude that's sick wow look at that some guy just did that for me for free beautiful well thank you very much uh viev or I'm not butchering your name I

like what she did to my shoulders very nice um if I have the time I will absolutely jump on a call with you man thank you any who uh cool so now I'm going to test this so I'm going to test this scenario we're going to see how that worked I'm going to go back to my own personal email I got it uh thanks for the call looks like it came from info one second copy hi Peter thanks for the caller just any prop me have someone over next 3 hours stay tuned let me questions

thanks day great this is exactly what we wanted fantastic what we have now is we B basically have a way to inform somebody that you are going to be sending the proposal immediately after improve conversion rate by like 1 or 2% maybe 3% if your current sales process is really shitty um fantastically simple example of how you know you can start automating CRM operations but an important one nonetheless so I'm going to save that and I'm just going to keep this on for the purposes of the rest of this okay so now let's do the

second feature which was when a meeting is booked in our calendar let's automatically update the stage from intake to meeting booked um aside from that I think that's more or less it from like a top level optimization perspective and this is probably given you enough ideas so that you guys can go forward and kind of spread your wings and fly uh but any who this is a very commonly requested feature in a lot of CRM setups that I do uh and so if you think about it there are two main sort of calendars that you

can use at present one's called Kenly uh the other's called cal.com and what we're going to want to do in our CRM and what most salespeople do at this point just because calendars are just a massive Improvement whatever hell we were all doing before uh which was Madness is basically when you send over your calendar when somebody books in it we want that to automatically update the CRM record that it's associated with uh to meeting booked just so that like we can keep things easy to track in the pipeline we know what the current like

meeting booked value is let's say if you assign like a certain amount of money to every sales call or whatnot um and yeah very simple and easy to do so as I mentioned before there's Kenly and there's cal.com I prefer cal.com I'd recommend everybody watch watching this use this I'm not affiliated with them whatsoever maybe if they have an affiliate program I'll hop on but uh yeah cal.com is just like qualitatively Superior to cly I think the only difference is price I think cal.com may be a little bit more money yeah it's like two or

three extra dollars a month for way more functionality um to be specific you get significantly more web hooks so that you can't you can send web hooks when a booking is created uh a booking is canceled a booking is requested you can receive pay pay directly through through cal.com and you can like differentially triage things depending on whether payment went through or it didn't go through you basically just have a lot more freedom uh and this is what it looks like in practice so if I click open cal.com actually logged in here you see that

there are a bunch of different event types that I've created and these are various event types for various features and systems that I'm I'm setting up I had a sales call sort of system called the agency demo call which I'll use as a demonstration it's appropriately named demo um the actual link itself looked like this if anybody is curious so uh when you sign on I think it just looks way better than cly 2 if I'm honest you get the title little description the place where we're meeting which in our case is a Google meet

um then you get a bunch of questions that you can sort of fill out uh which I really like and you know you got the email address the mobile phone number I always ask for gross monthly Revenue because it helps frame the conversation in terms of hey I'm here to help you make Revenue you need to be transparent with me uh will you absolutely 100% be able to make your selected time uh this is always just because I I want to minimize the amount of uh flaked bookings that I get CU my time is valuable

as is yours and you should try and just minimize that however possible um I don't think this disrespects anybody's intelligence although I've heard uh a few other salespeople and stuff like that um believe that but anywh who um this is going to be the process that the customer goes through right so you can imagine how if uh we had a lead Peter Wick and let's say he's an intake you know a standard operating procedure for our sales team might be hey once they get into intake the first thing thing you need to do is send

them a warm email welcoming them to whatever and then maybe see if you can jump on a call with them if possible we didn't add a phone column here but imagine there's a phone number column uh and so that's what happens you know new person comes in we assign them to the salesperson in this case I am the salesperson I get a notification and click up I pick up my phone I give them a call I try and sell them on the idea of like whatever our program or product is and I say hey it'd

be great to book a discovery call with you where we can go into this in more detail I'm going to send you over a link to my cal.com or like myal uh feel free just to like you know book from there and then uh our team will handle everything else right they say sure you send them over the email and then this is the page that they see uh let's pretend that they book a time and let's pretend that we actually go through with this I'm going to just put a random phone number here this

is probably somebody's actual phone number so please call them and tell me how it went I'll fill it out a bunch of information okay great and then I'll I'll put I'll put this in um I'll get everything ready rather now in cal.com one of the cool things that I mentioned is you can you can choose web hooks so I have created a web hook here a long time ago for this I'm going to add a new web hook in make.com and basically when a booking is created in cal.com I'm going to catch that web hook

I'm going to match the email address of the requests to the email address in our CRM and then if we have a match we're going to update that to meeting B so um let's set up a new make scenario and let's do well like this is actually the exact one that I was working on before just as a demo for the video so why don't I just use that um because this is a demo I'm just going to start from scratch so click this click web hooks custom web hook then we want to set up

a new web hook we'll say calendar agency demo call calendar booking we have now an address I'm going to copy C this I'm going to go back to web Hooks and then you can create a new one I mean I already have one set up so I'm just going click edit and then I will delete the current subscriber URL which is where the web Hook is going to be sent and then I'll paste in the make.com one and then here are all the triggers that I talked about so you can do canceled re rejected requested

payment initiated reschedule paid meeting ended meeting started recording download link ready and instant meeting created I don't even know what half of these mean uh but suffice to say this just gives you a lot more freedom to Define flows like especially when you're doing booking paid if if you're doing like a paid consultation sort of offer uh it's quite valuable this secret field basically just means like I could pass in a password and then in make.com I can check to see that that password exists as it's written here just a security feature to prevent random

bot traffic from like firing your web hook I don't really use that I don't think you're ever going to have a real problem with it and then the cool part about cal.com is they allow you to test your web hooks so I'm actually just going to run this here in make and then I'm going to ping ping a test and then looks like it was sent and then it was received so this is what the payload looks like tons of information coming from cal.com here which is nice uh We've confirmed that that works basically so

I'm going to click save okay great uh I may have to refresh this now I think about it I hope I don't uh okay let's do this click confirm yeah we're going to try to fire this oh yeah sweet so we caught it uh great okay and we're going to open up this payload um collection here what we got so calom gives us a ton of stuff we get the booker URL we get the type agency demo chat we get the title agency demo call we got a bunch of information in the description uh the

fields that are important to us are user field responses would it be mobile no Revenue no promise no ID where the heck the email oh yeah here it is sorry it's under responses and then email uh and this is the value that we're going to check uh basically against our CRM so what we're going to do is we're going to grab that value and then I'm going to uh list all of the leads in our lead CRM um some people particularly the more theoretical Among Us will say that this is a shitty way to do

this um because what if you have like a million tasks or something I've never really cared about that um if I have to use a few extra Ops to get you know the record that I'm looking for so be it and I'm totally cool with that uh and so in my case yeah it's very simple um clickup lets you filter based off the list ID and so I need to go over here I need to get the list ID and I've sort of Forgotten where that is I don't actually remember so bear with me here

as I grab it I think it's in copy link paste the link I think this 90171 I think that's the list ID I don't know for sure so we're going to test this just going to run and see what happens yeah yeah okay great so um and click up the then this is just uh specific to the clickup platform and click up the list ID is this uh string right here there's something starting here and then there's a dash and then there's a big string in the middle and there's another Dash and then there's another

number um so if you wanted to grab the list ID to do any like API functions you would just click on the list here and then you would uh double click on that and copy it but anyway I've just verified that this flow works we are listing all of the um records and you can see it listed all three of them which is nice and just to be safe I'm going to list let's say 50 I don't think we're ever going to have more than 50 records in here at the same time I'm going to

order it by updated at that just means that we're always going to be looking at the fastest ones uh the most recently updated ones first and then what I'm going to do is I'm going to update or edit a task with cust fields which is this module right over here and clickup has a bunch of different modules that you could use to edit things um but they for some quaint or quirky reason they disambiguate between tasks with custom fields and then tasks without and so in our case we added a bunch of custom Fields like

the stage and um you know the email addresses and stuff like that and those are the fields that we want to update obviously and so we're going to need to use the edit aask with custom Fields module down here I'm selecting the very the specific folder that the list that I'm interested in is in which is list example build right here with three tasks clickable will tell you how many tasks are in there just to help you find it and then uh we want to reference a specific task ID so what we want to do

is I'm going to click map then I'm just going to go back here and get the task ID and I'll show you how why this works in a second so basically we listed all the tasks before what I'm going to do is I'm going to filter so that I'm only getting a record with the custom field equivalent to the thing that I want which is the email address equal to and then I'm going to grab that that ID um if you scroll down here you'll see there are a bunch of fields that we can change

and these are all fields that are uh these are the custom Fields down here these are all fields that are in clickup that we've created so contact emails the field delivery is a field Source platform is a field stage so on and so forth uh these are from I think just my more General CRM for the the business that I run once I can copy so these aren't really relevant to us these are just some extras but uh anyway the field that we're interested in a stage and what we want to do is we want

to update that to meeting booked so we click okay last thing we need to do is we need to basically filter uh and in make.com you can filter arrays and then you can grab just one element in an array um really nicely and and and effectively so that's what I'm going to do here this isn't the simp this isn't the safest way to do it again there are a couple of other ways that you could accomplish the same result but it's the fastest and so I usually do the fastest so what I'm going to do

is I'm going to add a filter and then if you guys remember um we wanted an email address field so I'm going to scroll all the way down here to custom fields and then a lead email I believe is the name of the field right lead email okay great and we're only going to allow this to pass if the lead email in clickup is equal to the email that we've received from our web hook so if you go down to responses and then email we want to match against this value right here and so we

want to say hey I want you to when a new meeting is booked to grab the event and grab all that information and then I want you to go into a click up and just list all the records that we currently have and then I want you to match it so that this thing only proceeds if the email and clickup of the record that we found is equivalent to the email of the payload that we received and in that way we're we're going to kind of match up the two records so I'm going to say

email equal to let's say lead email equal to we can just do this go booking email now clickup allows you to define a bunch of different filter Fields so you could do text operators equal to equal to case in senstive not equal to contains um this is going to be another thing a lot of developers probably disagree with me on but I like to be very general because I want this to work most times and so you can imagine how if we were just to write equal to which doesn't which is very case sensitive if

somebody were to write their email address like this let's say it's Peter left click. if somebody were to write their email address like this maybe they had a little spelling mistake or something like that um that would not process if we just use the equal to filter and so what I always like to do is I always like to use the equal to Case and sensitive filter for anything that requires manual input because I found that that's a pretty common failure mode okay great and then just from a like make design perspective I always like

to be able to read the filters and so I'll usually this is just my OCD talking I'll have uh modules be about three little circles apart and then this is like a much bigger one here um so um I'm allowing myself to read the filter for maintainability reasons all right sweet so now that I have all that stuff set up what I'm going to do is I'm going to run this I'm actually going to test this out like practically using one of these records why don't we give Sarah some love Sarah deserves some l so

uh I'm going to now book on the calendar as if I was Sarah so pretend that I just received a link to this calendar you know maybe um the salesperson just emailed this over to me and I want to book on the 21st at 10:30 a.m. my name is Sarah Mathers my email is Sarah left click. let me just make sure I spelled that right Sarah left click. good my mobile phone is the same as before I am stacked I'm making 120k I'm a boss and then yes I promise show for my appointment this scenario

is running and we're waiting so I'm going to click confirm and we're going to run the test request received we listed them all and you'll see that one record ended up going through the filter so if we listed them all we had the Sarah mats record we had the Peter Wick record and then we had the Nix record if we click on this little button we'll actually get to see the records that made it through or it didn't so so uh in this case the lead email that made it through was equal to Sarah left

click. because this condition was uh was met email equal to payload responses whatever and there's a little check mark there and so what that meant is that was the record that made it so when we edited the task with custom Fields the ID that we supplied if you guys remember was the task ID up here which is equivalent to Sarah Mathers which is nice and so what this means in practice is if we go back to our lead CRM you'll see that Sarah status is now changed to meeting booked and so now we have like

a dynamic reactive CRM that doesn't require human input for every step of the process now you can imagine how you can apply the same idea not just to the um stage field but you can apply the same idea to anything you could for instance have a form that your sales people fill out at the end of every call and what you do is you catch that form as it comes in and then depending on a certain field in that form maybe it's like what's the outcome of the call depending on that field you could update

certain things you could maybe update the stage to lost you know if it was bad or maybe you could update a field like um projected value or something like that and then start dealing with financials and start adding information there um so there's a lot of freedom that you have when you design these flows in clickup and in make.com you just need to sort of know what you sort of need to know like a vague outline of what it is that you can do before you you get to the point where you yourself can actually

do it and that's really the purpose of this video just to show you that you can build a Dynamic Self a kneeling pipeline uh basically completely on your own last thing I'm going to show you is when something moves over to this one status we're just going to move it to the client's example build folder but that's really easy to do in Click up you just click automations add automations and then again we're going to go when a custom field changes the custom field is going to be stage when it changes to one we are

going to can we move move to list there we go and we're going to move it to the clients example build folder and then yeah that should be it what we want basically to happen is let's say we close this deal with Sarah matthers let's move this to meeting book just so that our pipeline looks a little more full let's say we close this deal with Sarah matthers so maybe we go through the whole rig roll sending our proposal whatever uh now she's one what'll happen is clickup has built an automation that is is waiting

to see when the stage is updated to one so that's uh list one right here so when custom Fields uh changes from anything to one then move to list client example build and unfortunately the clickup build can be pretty boring and slow so I'm going to refresh that okay great it's no longer here if we go to client's example build you'll see that there is now a new record in here called Sarahs now it's currently with the empty status because we didn't actually assign it a client type so what we could do for instance is

we could create another automation back here where after you know Sarah moves or something like that we go over here and then like I don't know update field or change field let's do custom field we could then set a custom field and we could add whatever we wanted here um of course though this is Click UPS automation Builder not makes.com which is not the purpose of this course so I'll leave that as brief as possible suffice to say though yeah that is how you build a high quality self and healing pipeline um I know that

this was more of a CRM thing than it was a make.com thing uh but I think now that you guys understand how to build out at least a few simple flows in make.com using web Hooks and reactive systems like this uh it'll take you very far and um the rest of these videos are going to basically show you how to build more and more complex systems using similar sorts of ideas thanks so much for watching if you guys got any comments questions anything like that just feel free to leave it down below in the uh

in the YouTube video like I'm very reactive at this point in time I'm seeing a lot of success recording these videos which has been nice to all of your lovely support so um I'm also re extending the offer if you have a specific system you'd like me to build on camera then let me know as long as it's not super crazy complex and it would take me five hours I will probably do it um yeah this just something that I really like to do and I hope that comes across clear looking forward to the next

video I'll leave the blueprints in the notion do thanks so much and byebye [Music] you