# Requirements: Cold Email Sequence with Hot-Reply List

> **Version 1.1.0 · Last updated 2026-10-22 · Estimated setup time: 60–120 minutes**

Use this checklist before you hand CLONE-INSTRUCTIONS.md to your clone. Your clone will also check most of this during discovery.

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## 1. Required skills / operators

Use the exact operator names below. Names can differ slightly by workspace, and your clone will report what it finds.

| # | Skill / operator | What it's used for | Notes |
|---|---|---|---|
| 1 | **GoogleGmailOperator** or **Outlook email operator** | Send the sequence from `{SENDER_INBOX}`; read replies, bounces and auto-replies; send the hot list | Must be the **sending** inbox, with read + send |
| 2 | **Salesforce:** SalesforceLeadOperator, SalesforceContactOperator, SalesforceAccountOperator, SalesforceOpportunityOperator, SalesforceActivityOperator. **HubSpot:** HubspotContactOperator, HubspotCompanyOperator, HubspotDealOperator, HubspotEngagementOperator | Find eligible leads; check customers, open deals and owners; update step, status, last touch; set do-not-email; log activities | Pick the one CRM you use. HubSpot has no separate Lead object: leads are contacts with lifecycle stage "Lead" |
| 3 | **Scheduled task** (platform) | Run the skill at `{RUN_TIMES}`, Monday-Friday | Platform feature; the clone may be able to create it |

Skill names can differ slightly between orgs. Confirm the exact names in your skill catalog before saving the skill.

## 2. Required connections and permissions

| Connection | Minimum permission | Why |
|---|---|---|
| Gmail or Outlook (sending inbox) | **Read** + **Send** | Send touches, thread follow-ups, read replies and bounces, send the hot list |
| Salesforce or HubSpot | **Read** leads, contacts, accounts/companies, opportunities/deals, owners. **Write** only: the 3 sequence fields, lead status, do-not-email flag, activities/tasks | Eligibility checks and keeping records current. No delete rights needed |
| Suppression list (if a sheet: GoogleSheets-Operator or Microsoft_Excel) | **Edit** that one file | Add opted-out addresses |
| Clone-Lead-Generation-Skill / web research (if used) | Read / search | Light personalization and new lead supply |

All connections are made by **you** through sign-in (OAuth). Your clone never needs your password, API keys or tokens. Domain authentication (SPF, DKIM, DMARC) is done by your IT or email admin in DNS; the clone can't do it.

## 3. Optional add-ons

| Add-on | Adds | Examples |
|---|---|---|
| **Clone-Lead-Generation-Skill** | A steady supply of NEW leads (it finds new leads only; the clone then adds them to the CRM) | Attach the skill and describe your ideal customer |
| **List import** | Leads from a file you already have | GoogleSheets-Operator or Microsoft_Excel |
| **Web research** | One true, specific personal line per lead | The clone's own web research |
| **Spreadsheet operator** | Hosts `{SUPPRESSION_LIST}` outside the CRM | GoogleSheets-Operator, Microsoft_Excel |
| **Chat alerts** | Instant ping for each interested reply | Slack or Microsoft Teams (delivery only) |
| **Calendar connection** | Notes when a hot lead books through `{BOOKING_URL}` | GoogleCalendarOperator, Outlook calendar operator |

### Salesforce ⇄ HubSpot mapping

| Concept | Salesforce | HubSpot |
|---|---|---|
| **Lead** (new prospect) | Lead (SalesforceLeadOperator) | Contact with Lifecycle stage = Lead (HubspotContactOperator) |
| **Contact** | Contact (SalesforceContactOperator) | Contact |
| **Account / company** (customer check) | Account (SalesforceAccountOperator) | Company (HubspotCompanyOperator) |
| **Opportunity / deal** (open deal check) | Opportunity (SalesforceOpportunityOperator) | Deal (HubspotDealOperator) |
| **Lead status** | Lead Status | Lead status |
| **Lead source** | Lead Source | Lead source property (custom or Original source) |
| **Owner** (`{SEQUENCE_OWNERS}`) | Lead Owner | Contact owner |
| **Activity / task** | Task (logged email) via SalesforceActivityOperator | Logged email / Task via HubspotEngagementOperator |
| **Custom fields** (step, status, last touch) | Custom fields on Lead | Custom contact properties |
| **Do-not-email flag** | Email Opt Out | Opt out of one-to-one / sales email (subscription status) |

No custom fields? The skill can track progress in logged activities/tasks instead (e.g. subject "Cold sequence: touch 2 sent"), but reporting is harder. Custom fields are recommended.

### Gmail ⇄ Outlook

| Topic | Gmail (GoogleGmailOperator) | Outlook (Outlook email operator) |
|---|---|---|
| Threading follow-ups | Reply to the original sent message, keep "Re: {original subject}" | Reply to the original sent message (same conversation), keep "RE:" subject |
| Published sending limits | Around 2,000 messages/day per Workspace user (lower for new or free accounts) | Around 10,000 recipients/day and 30 messages/minute per mailbox |
| Safe cold volume | Far below the limits: typically 30–50 cold emails/day per mailbox after warm-up | Same |
| Bounces | "Mail Delivery Subsystem" / "Delivery Status Notification" | "Undeliverable:" from Microsoft Outlook / postmaster |
| Spam complaints | Keep below 0.1% (Google flags above 0.3%) | Watch for junk-folder placement in tests |

Limits change: check your provider's current documentation.

### Slack ⇄ Teams (optional alerts)

| Concept | Slack | Microsoft Teams |
|---|---|---|
| Hot reply alert | Message in a channel or DM | Message in a channel or chat |
| Who sets it up | Workspace admin may need to approve the app | Teams admin may need to approve the app |

## 4. Data prerequisites

- [ ] **Leads have email, first name and company** filled in. Role/title is strongly recommended.
- [ ] **Accounts have domains** (website or email domain), so the clone can spot existing customers.
- [ ] **Clear customer flag** (your `{CUSTOMER_DEFINITION}`) and up-to-date open opportunities.
- [ ] **Lead ownership is set**, so leads owned by other reps can be excluded.
- [ ] **Duplicates cleaned up**, especially between leads and contacts.
- [ ] **Lead source recorded** on each lead, and EU/UK leads identifiable (country field).
- [ ] **Three custom fields created** (`{SEQUENCE_STEP_FIELD}`, `{SEQUENCE_STATUS_FIELD}`, `{LAST_TOUCH_FIELD}`), or you agree to use activities instead.
- [ ] **Suppression list exists** (`{SUPPRESSION_LIST}`), seeded with past opt-outs, competitors and anyone you must never email.
- [ ] **Sending domain authenticated** (SPF, DKIM, DMARC) and, ideally, warmed up.
- [ ] **Value prop, proof points, CTA and booking link** written down and approved for external use.

## 5. Roles and permissions

| Who | Needs to |
|---|---|
| **Clone admin** (owner of the clone in the Clone platform) | Attach skills/operators, approve the plan, save the skill, create/approve the scheduled tasks |
| **Sender** (owner of `{SENDER_INBOX}`) | Sign in to the inbox connection, approve templates and the first batch, answer hot replies |
| **CRM admin** (Salesforce or HubSpot) | Create the custom fields; grant the clone a user/app with read + limited write access |
| **IT / email admin** | Set up SPF, DKIM, DMARC; set up a secondary sending domain if used |
| **Compliance / legal (or whoever owns it)** | Confirm the opt-out wording, address and `{EU_POLICY}` |
| **Hot list recipients** (`{HOT_LIST_RECIPIENTS}`) | Reply personally to interested leads the same day |

## 6. Estimated setup time

| Step | Time |
|---|---|
| Pre-flight check (this doc) | 10 min |
| Clone discovery + setup questions + plan | 20–30 min |
| Template review and approval | 10–20 min |
| Your sign-ins, CRM fields, suppression list | 15–30 min |
| Save skill + scheduled tasks | 5–10 min |
| Test run on your own addresses | 20 min |
| **Total** | **60–120 min** (plus domain warm-up time if the domain is new) |

## 7. Pre-flight checklist

- [ ] I'm the clone admin (or have one available)
- [ ] Gmail or Outlook connection for `{SENDER_INBOX}` attached (or can be), with read + send
- [ ] Salesforce or HubSpot operators available, and I can sign in with read + limited write access
- [ ] I can create scheduled tasks (or the clone can)
- [ ] SPF, DKIM and DMARC confirmed for the sending domain
- [ ] Custom fields created (or I'll use activities)
- [ ] Suppression list ready and shared with the clone
- [ ] I know my `{LEAD_CRITERIA}`, `{CUSTOMER_DEFINITION}` and `{SEQUENCE_OWNERS}`
- [ ] I have my value prop, proof points, CTA and booking link
- [ ] I've decided `{DAILY_CAP}`, `{WARMUP_PLAN}`, `{SEND_WINDOW}` and `{RUN_TIMES}`
- [ ] I have the company address and opt-out line for the footer
- [ ] I know how EU/UK leads should be handled (`{EU_POLICY}`)
- [ ] (Optional) Clone-Lead-Generation-Skill, sheet import or web research ready
- [ ] I have 2 or more test addresses I control (never real prospects) for the test run

## 8. You're ready when…

- ✅ Every **required** item in section 1 is attached and its connection is signed in.
- ✅ The sending domain is authenticated and you've agreed on a warm-up ramp.
- ✅ Your CRM can tell customers, open deals and other reps' leads apart from new prospects.
- ✅ The suppression list exists and the custom fields (or activity approach) are in place.
- ✅ You have answers for all the setup questions, including compliance basics.
- ✅ You've set aside about 20 minutes for the test run and time to review the first batch.

Then download **CLONE-INSTRUCTIONS.md** and give it to your clone.