Workflows & Automations
How to Automate Your Business with AI Workflows
This video is for people who are already happy with their software but keep losing things because none of it talks to each other. The fix is to make the CRM the foundation and stop entering anything by hand. Bookings and form submissions land in the CRM with the notes and fields the lead gave you. After every meeting, the notetaker's transcript updates the CRM and moves the lead stage, and anything you promised on the call goes to your to-do list. You don't have to switch CRMs to get there: Salesforce, HubSpot and almost every other CRM can be automated from outside the product. Then come the workflows that used to eat hours: a daily lead list that enriches every sign-up, drops anyone unqualified or already paying in Stripe, and sends each one a personalized, tracked email with a link to book a call. Another workflow reads each new blog article, writes a blurb and posts it to Facebook every day. The caveat at the end matters most: automate a task once it's routine, not while you're still working out what good looks like.
Step by step
- 01
Make your CRM the foundation, and keep the one you have
Everything about your customers, prospects and leads lives in the CRM. If it's missing features, you don't have to move. Carly CRM, Salesforce, HubSpot and nearly every other CRM can be automated from outside, so ask Carly to hook yours up.
- 02
Send every booking and form submission to the CRM
Whether a lead books through a form, a qualification flow or the AI receptionist, the booking goes into the CRM with whatever they told you in the notes. Structured fields like company size, title or seniority get filled in too.
- 03
Update the CRM and lead stage after every meeting
Your AI notetaker's transcript is read after the call, the important parts go on the CRM record, and the lead stage moves on its own: lost, proposal sent, and so on. No more dragging cards between columns.
- 04
Turn promises made on calls into to-dos
Anything you said you'd do goes straight to your to-do list, and you get an email listing what was added. Neither the CRM nor the task manager needs a manual update.
- 05
Connect your notetaker
On the Carly integrations page, Fathom comes with CRM and to-do workflows built in, and more recorders sit under Meetings & Transcription. For one that isn't listed, like Granola, use Connect an API to add it, usually by MCP. Not sure how? Ask your agent.
- 06
Start from a prebuilt workflow or just ask
The Workflows tab has prebuilt workflows your agent customizes for you. Copy a prompt you like and send it to your agent, use the list for ideas, or describe your own automation to Carly and it builds it.
- 07
Automate lead follow-up
Every sign-up is enriched with name, title, company, employee count and location, and anyone outside your criteria comes off the list. Current Stripe customers and anyone you've already emailed are removed too. Each remaining lead gets a personalized, tracked email with a link to book a call, plus a text if you have their number.
- 08
Post new blog articles to Facebook
A daily workflow reads each new article, writes a blurb in your style and posts it to Facebook. Cap it at around ten posts a day so the platform's filters don't block you, and expect a week of tweaking before the copy sounds right.
- 09
Automate once a task is routine
Don't copy these exact workflows on day one. Learn what a qualified lead looks like and how your copy should sound first. Once a task is working and you just don't want to do it by hand anymore, that's when automation pays off.
Ready to automate your busywork?
Carly schedules, researches, and briefs you—so you can focus on what matters.
See what people say
"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."