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A workflow that runs overnight, finds every stagnant renewal contact, drafts a personalized email, and books the call - so your reps walk in ready to execute, not prepare.

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Tutorial Summary

  • Goal: Eliminate manual renewal outreach - no more chasing contacts, no more missed follow-ups, no more reps starting the day with a blank page.
  • Estimated Time: 20–30 minutes to set up
  • What you’ll build: A two-part system - a scheduled agent that finds and processes every stagnant contact overnight, and a vTiger + Google Calendar integration that delivers a ready-to-send email and a booked call to every rep’s queue by morning.
By the time your sales rep sits down in the morning, this workflow has already done the work. It scanned the CRM overnight, found every contact with an upcoming renewal and no activity in the last 60 days, wrote a personalized email based on their communication history, checked the rep’s calendar, booked a call slot, and created the Task and Call records in vTiger. The rep opens vTiger, sees their queue, clicks send on the email draft, and joins the call. That’s it. No spreadsheet. No manual lookup. No “I forgot to follow up on that one.”

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Key Features

  • Runs on a schedule - Set it to run daily, every two days, or every three days, whatever matches your team’s renewal cycle.
  • Finds the right contacts automatically - Queries vTiger for contacts whose renewal date is within a defined window and whose last contact date is 60+ days ago. Only the ones that actually need attention get processed.
  • Personalized in the rep’s voice - The email is drafted based on the contact’s history in the CRM, policy type, renewal date, prior interactions and signed by the assigned rep. It reads like the rep wrote it, not like a bulk mailer.
  • Calendar-aware booking - Checks the rep’s Google Calendar for open slots in business hours and offers the three earliest options in the email. The call is booked directly on the rep’s calendar. No back-and-forth scheduling.

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Prerequisites

  • Account in xpander.ai
  • vTiger CRM - with access to Contacts, Tasks, and Calls. Note the assigned_user_id for each rep.
  • Google Calendar - one calendar per rep. Note each rep’s calendar ID (usually their email address).

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Step-by-Step Implementation

Step 1 - Create the Agent Create a new agent in the xpander.ai agent studio and give it a name.
  • Name: Renewal Outreach Coordinator
  • Model: Claude Sonnet, GPT-4o, Gemini 1.5 Pro, or any other model of your choice.
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Step 2 - Connect Your Tools Head to the Tools tab and add the Google Calendar and vTiger CRM connections. Once added, you’ll see the specific operations available under each - these are the actions the agent will use to read calendars, query contacts, and create records. Authenticate once and the tools are ready.
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No additional configuration needed. Authenticate once and the tools are ready. Step 3 - Define the Agent’s Instructions This is the only thing you need to configure - the logic the agent follows every time it runs. Adjust the values to match your team. Role: 
You are a Renewal Outreach Coordinator responsible for identifying
stagnant renewal contacts and handling all outreach preparation
automatically - so the assigned rep walks in ready to execute.
Goal: 
For every qualifying contact, produce a personalized email draft,
book a call on the rep's calendar, and create the corresponding
Task and Call records in vTiger — without any human involvement.
Instructions: 
Every time you run:

1. Query vTiger for contacts whose renewal date is within the next
   90 days and who have not been contacted in 60+ days (or ever).

2. For each contact found, pull any previous communication history
   between the assigned rep and that contact from vTiger - emails,
   calls, notes - and use that context to inform the tone and content
   of the outreach.

3. Check the assigned rep's Google Calendar for the next 5 business
   days and find the 3 earliest open 30-minute slots between 9 AM
   and 5 PM.

4. Draft a personalized email - warm, professional, under 150 words -
   that greets the contact by first name, references their policy type
   and renewal date, reflects any relevant prior communication,
   offers the 3 time slots, and is signed by the assigned rep.

5. Create a high-priority Task in vTiger with the email draft attached,
   and book the Call on the rep's calendar at the earliest available slot.

Do this for every qualifying contact before finishing.
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Once you’re happy with the instructions, hit Save and Publish. The agent is now live and ready to be used in a workflow. Step 4 - Add the Agent to a Workflow and Schedule It With the agent deployed, create a new workflow in the xpander.ai builder and add the Renewal Outreach Coordinator as a node. Then add a Schedule trigger and set your cadence - every day, every two days, every three days. That’s the complete picture: the schedule fires the workflow, the workflow runs the agent, and the agent processes every qualifying contact end to end. From this point on, it runs on its own and improves over time.
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What the Sales Rep Sees

The workflow ran at 6am. The rep opens vTiger and sees a Task for every stagnant contact - personalized email drafted, calls booked on their calendar, meeting invite request already sent to the customer. The rep reviews, clicks send, and shows up to the call. Everything else was done overnight. The same workflow can extend to new business prospecting, post-sale check-ins, or contract expansions - any motion where a rep needs to reach the right person at the right time. And it’s not limited to vTiger - the same system works with any CRM your team runs on. What starts as renewal automation becomes the foundation of a fully AI-assisted sales operation, regardless of the tools you use.
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