Tremoora SalesBot

Overview

Sales command center

Sent Today

—

Replies Today

—

Signed Up Today

—

MSG91 Balance

—

📋 Lead Funnel

🏋️ Customer Health

Loading…

🕐 Today's Automation Schedule

⚡ Escalated — High Intent

Loading…

🔴 New Signups — 0 Members

Loading…

🟡 Trial Expiring Soon

Loading…

Cold Leads

Google Places gym leads — sourced and managed by the AI Discovery engine

Gym Name	City	Phone	Stage	Rating	Discovered
Loading leads…

—

#	Gym Name	Phone	City	Template	Status	Sent At (IST)
Loading…

Date	Sent	Failed	First Send	Last Send	vs Limit
Loading…

🔍 How Cold Leads Are Handled — End to End ▶

🤖

AI Discovery

Claude finds gyms via Google Places daily

→

📲

Outreach sent daily

salesbot_outreach_v6

150–200 leads / day at 10 AM IST

→

💬 They reply

Priya (AI) takes over instantly

All follow-ups cancelled

🔁 No reply

Follow-ups sent automatically

Follow-up Schedule (if no reply)

DAY 7

followup1_v2

"Did you receive our message?"

→

DAY 14

followup2_v2

"Understand you're busy…"

→

DAY 21

followup3_v1

"Checking in once more…"

→

DAY 30

followup4_v1

Final message → marked Dead

If they reply — AI conversation + reopen flow

THEY REPLY

Follow-ups cancelled

Priya AI takes over

→

7 DAYS SILENCE

salesbot_reopen_v1

"Just checking back in…"

→

THEY REPLY

Priya takes over again

7 MORE DAYS SILENT

Stage → parked

→

90 DAYS PARKED

salesbot_reopen_v1

Final check-in sent

→

THEY REPLY

Priya takes over again

7 DAYS SILENT

Stage → dead

Key rules: Reply at any point → all scheduled follow-ups cancelled, Priya AI takes over instantly. | Conversation goes cold for 7 days → salesbot_reopen_v1 sent once. | Still no reply 7 days after reopen → stage set to parked. | Still parked after 90 days → same reopen template sent one final time. | No reply 7 days after final check-in → dead. | Never replied at all → Day 30 final message → dead.

Contacted

—

Replied

—

Converted

—

Parked

—

Dead

—

Gym / City	Phone	Stage	Replies	Last Action	Next Action	Contacted	Chat
Loading…

—

←

G

Conversation

🔒

Select a lead to view conversation

Outreach Tracking

Delivery status for each outreach batch

Gym	Phone	Template	Status	Retries	Sent At
Select a date or navigate here to load

Facebook Flow

Leads, campaigns, and AI advertising managed by Claude — all in one place

Leads captured from Facebook Lead Ad forms — with full journey status per lead

📘 How Facebook Leads Are Handled ▶

📋

Lead fills

Facebook Ad form

→

⚡

Salesbot captures

via Meta webhook

→

📲

Template sent instantly

salesbot_fb_outreach_v2

→

💬 They reply

Priya (AI) takes over instantly

🔁 No reply

Follow-ups sent automatically

Follow-up Schedule (if no reply) — 6 messages over 21 days

DAY 1

followup1_v2

"Did you receive our message?"

→

DAY 2

fb_day2_v2

Payment tracking feature

→

DAY 3

fb_day3_v2

QR attendance feature

→

DAY 7

followup2_v2

"Understand you're busy..."

→

DAY 14

followup3_v1

"Checking in once more..."

→

DAY 21

followup4_v1

Final message → marked Dead

If they reply — AI conversation + reopen flow

THEY REPLY

Follow-ups cancelled

Priya AI takes over

→

7 DAYS SILENCE

salesbot_reopen_v1

"Just checking back in…"

→

THEY REPLY

Priya takes over again

7 MORE DAYS SILENT

Stage → parked

→

90 DAYS PARKED

salesbot_reopen_v1

Final check-in sent

→

THEY REPLY

Priya takes over again

7 DAYS SILENT

Stage → dead

Key rules: Reply at any point → all cold follow-ups cancelled, Priya AI takes over instantly. | Conversation goes cold for 7 days → salesbot_reopen_v1 sent once. | Still no reply 7 days after reopen → stage set to parked. | Still parked after 90 days → same reopen template sent one final time. | No reply 7 days after final check-in → dead. | Never replied at all → Day 21 final message → dead.

🤖 How Phone Numbers Are Sanitized (Claude AI) ▶

When a Facebook lead arrives via webhook, all raw form fields are passed to Claude Haiku for extraction. Claude identifies which field contains the phone number (even if the person typed it in the wrong field, e.g. the gym name box), and which field to add the correct country dialing code to. Claude returns a field pointer — not a transcription — so the actual digit string is always read directly from the form data, eliminating any risk of digit errors.

The Prompt Template (sent per lead)

You are analyzing a Facebook Lead Ad form submission for Tremoora (a gym management app).
Campaign country: {country} (dial code: +{dial_code})

Form fields submitted:
  "{field_name}": "{field_value}"
  ...

Your job: identify which field contains the phone/WhatsApp number and which fields contain the gym name, owner name, and city.
People sometimes type their phone number into the wrong field (e.g. gym_name). Apply common sense.

Return JSON only:
{
  "phone_field": "the exact field name (key) that contains the phone number, or null if none found",
  "needs_country_code": true or false,
  "gym_name_field": "field key or null",
  "owner_name_field": "field key or null",
  "city_field": "field key or null"
}

What Claude Returns

{"phone_field": "your_gym_name", "needs_country_code": true, "gym_name_field": null, "owner_name_field": "full_name", "city_field": "city"}

Country Coverage

No fixed list of supported countries. Claude determines the correct dialing code from the campaign country, city, and number pattern in the form data — it knows every country's dial code and can cross-check all three signals. Any country Claude runs a campaign in will work automatically.

Fallback: If Claude's API call fails, the system falls back to manual key-based extraction (looks for known field names like enter_whats-app_num, phone_number). Click the Log button on any lead row to see the exact prompt, Claude's response, and the final extracted values for that specific lead.

Gym / Owner	Phone	Stage	Replies	Last Action	Next Action	Form Date
Loading...

—

🔍

Loading…

💬

Select a conversation

Click any chat on the left to open it

How Priya AI Replies Work

1. Incoming Message

When someone sends a WhatsApp message to the Tremoora number, MSG91 forwards it to the salesbot via webhook. Only text messages trigger a reply — images, audio, and other media are ignored.

2. Who Is This Person?

The salesbot checks the sender's phone number against two sources:
• Tremoora DB — is this person a registered gym owner? If yes, the system loads their gym data (members, subscription, expiry).
• Salesbot leads — have we contacted them before via outreach or FB ads?

Based on this, a mode is assigned: onboarding, customer, winback, prospect, or unknown.

3. System Prompt Assembly

One unified system prompt is built per message:
• Role prompt — the editable prompt from the AI Prompt Settings tab (contains {GYM_CONTEXT} placeholder)
• Gym context — filled into {GYM_CONTEXT}: gym name, mode, member count, subscription status, days since signup
• Formatting rules — editable: WhatsApp formatting, ESCALATE signal, BLOCK signal, reply length rules
• Knowledge base — the full Tremoora KB from Settings → Knowledge Base

4. Conversation History

All previous messages in this conversation (from salesbot_conversations) are sent to Claude as the messages array — alternating user/assistant. Claude reads the full context to understand what's already been discussed and what's needed now.

5. Claude Generates a Reply

Claude (claude-sonnet-4-6, max 400 tokens) receives the system prompt + conversation history and generates a reply. Special prefixes:
• ESCALATE: — Claude thinks the person is ready to sign up or wants a demo. The lead moves to interested and the team is notified via WhatsApp.
• BLOCK: — The person has no gym or asked to stop messages. The lead is marked blocked and excluded from all future outreach.

6. Prompt Caching

The system prompt is sent with cache_control: ephemeral. Anthropic caches it for 5 minutes — meaning repeated messages in the same conversation reuse the cached prompt, reducing cost and latency significantly. Cache hit/miss stats are visible in the AI Inspector for each message.

AI Inspector

Click the 🔍 AI Logs button in any conversation header to see the exact JSON sent to Claude and the exact response received — including token counts and whether the cache was hit. Use this to debug unexpected replies.

Customers

AI-driven engagement for all Tremoora gym owners — track health, run outreach, manage templates

Gym / Owner	Members	Status	Signed Up	Source	AI Status
Loading…

—

Date	Trigger	Gyms	Batches	Sent	Tpl Req	Flagged	Tokens	Cost	Status	Duration
Loading…

Name	Segment	Body Preview	Submitted	Approved
Loading…

Name	Segment	Category	Status	Resubmits	Created
Loading…

Purpose	Segment	Status	Template Name	Requested
Loading…

Activity

Real-time log of what the SalesBot is doing

Recent Outreach

Loading…

Discovery Runs

#	Trigger	New Leads	Total Found	Skipped	Status	Run At

WhatsApp Templates

WhatsApp templates used by the Leads outreach system — cold leads and FB leads

📅 When Each Job Runs

10:00 AM IST

outreach.js — Sends first-ever message to new cold leads
Templates: salesbot_outreach_v6 (India) · salesbot_outreach_intl_v4 (International)

10:30 AM IST

followup.js — Follow-ups for cold leads (Day 7/14/21/30) and FB leads (Day 1/2/3/7/14/21)
Cold: followup1_v2 → followup2_v2 → followup3_v1 → followup4_v1 | Intl FU1: followup1_intl_v2
FB-only: fb_outreach_v2 · fb_day2_v2 · fb_day3_v2 · then shares cold FU2–4

1:00 AM IST

reopen.js — Re-contacts leads who replied before but went silent for 7+ days
Template: salesbot_reopen_v1

On Reply

webhook.js — Fires instantly when Claude detects high buying intent mid-conversation
Template: salesbot_escalation_v2 — alerts you to follow up manually

Loading templates...

How It Works

Complete reference for the Tremoora SalesBot system

The Four Phases

1

Lead Discovery

⏰ 6:00 AM IST — Daily

Claude AI reads the brain memory and Google Places data, then decides which cities and search queries to run. Up to 150 new gym leads are found and stored each day with name, phone, city and rating.

→

2

Cold Outreach

⏰ 10:00 AM IST — Daily

The outreach engine picks up to 300 new leads with phone numbers and sends the salesbot_outreach_v2 WhatsApp template. Each lead moves from new → contacted and two follow-ups are scheduled automatically.

→

3

Follow-ups

⏰ 10:30 AM IST — Daily

For leads that have not replied, follow-up templates are sent automatically. Day 3 gets salesbot_followup1_v1. Day 10 gets salesbot_followup2_v1 and the lead is marked dead if still silent.

→

4

AI Conversation

⚡ Instant — On Every Reply

The moment a gym owner replies, the webhook fires. Claude reads the full conversation history and replies instantly using a free-form WhatsApp message. No template needed — Meta allows free-form within 24 hours of their last reply.

Pipeline Flow — No Reply Path

new

→

Day 0 · outreach_v2 sent

→

contacted

→

Day 3 · followup1 sent

→

contacted

→

Day 10 · followup2 sent

→

dead

Pipeline Flow — Reply Path

contacted

→

they reply (any message)

→

replied

→

Claude AI responds instantly

→

replied

→

high intent detected

→

interested

→

converted

Pipeline Flow — Cold Conversation

replied

→

7+ days no further reply

→

reopen_v1 sent

→

if they reply → Claude takes over again

Template Reference

Template	When Sent	Variables
salesbot_outreach_v2 MARKETING	Day 0 — first ever contact with a new lead	`{{gym_name}}`
salesbot_followup1_v1 UTILITY	Day 3 — if no reply to outreach	`{{gym_name}}`
salesbot_followup2_v1 UTILITY	Day 10 — final message if still no reply → marks lead dead	`{{gym_name}}`
salesbot_reopen_v1 UTILITY	7+ days after conversation goes cold (replied but then silent)	`{{gym_name}}`
Free-form text AI GENERATED	Instantly on every inbound reply — within the 24h session window	Generated by Claude (Priya persona)

Daily Cron Schedule

Time (IST)	Job	What It Does
12:30 AM	Template Poll	Checks MSG91 for newly approved templates and updates the DB
6:00 AM	AI Discovery	Claude decides cities and queries, runs Google Places, stores up to 150 new leads
10:00 AM	Outreach	Sends `salesbot_outreach_v2` to up to 300 new leads, schedules their follow-ups
10:30 AM	Follow-ups	Sends Day 3 and Day 10 follow-up templates to all leads that are due
Every Hour	Template Poll	Re-checks pending templates for approval status changes

Pipeline Stage Reference

Stage	Meaning
new	Discovered, not contacted yet
contacted	Initial outreach sent, waiting for reply
replied	They responded — AI conversation is active
interested	Claude detected high intent (demo, pricing, sign-up)
converted	Signed up on Tremoora — success
dead	All 3 messages sent, no reply — stopped
parked	Manual hold — revisit later

AI Conversation Engine — How Claude Responds

Persona: Claude acts as Priya, a friendly Tremoora sales assistant.
Trigger: Every inbound WhatsApp reply from a known lead fires the webhook immediately.
Context: Claude receives the full conversation history — every message sent and received for that lead, in order.
Reply length: Capped at 2–4 sentences. WhatsApp conversations must feel natural, not like emails.
Language: Claude automatically matches the language the gym owner writes in — Hindi, Tamil, Marathi, etc.
High intent: If the gym owner asks for a demo, a call, or detailed pricing, Claude flags it with ESCALATE: — the lead's stage moves to interested and it appears highlighted in the Activity page.
Session window: WhatsApp allows free-form (non-template) messages only within 24 hours of the gym owner's last reply. If the conversation goes cold beyond that, the salesbot_reopen_v1 template is used to re-open the window.

⚠️ 24-hour rule: After a gym owner replies, you have a 24-hour window to send free-form messages. Once that window closes, only approved WhatsApp templates can be sent. The reopen template is designed specifically to restart the conversation within this constraint.

Settings

Configure the SalesBot behaviour and knowledge base

🧠 Tremoora Knowledge Base

What Priya knows about Tremoora — used in every AI conversation

✏️ Write everything Priya should know — pricing, features, how to handle objections, what to say when unsure. Plain text works best. Claude reads this before every reply.

🎬 Video Knowledge Base

Loading…

This is the exact video list Claude sees in its system prompt. Syncs automatically from tremoora.com/how-to-use every day at 3:00 AM. When a customer asks how to do something, Claude checks this and includes the matching link.

            Loading…
          

⚙ Bot Automation

AI Discovery Auto-Run

Run the Claude discovery brain daily at 6:00 AM IST — finds new gym leads automatically

—

Daily Discovery Limit

Maximum new leads to find per discovery run

📤 Outreach & Follow-ups

Auto-send Outreach

Send the first WhatsApp template to new leads daily at 10:00 AM IST

—

Daily Outreach Limit

Maximum leads to contact per day

Follow-up 1 Delay

Days after first outreach to send the first follow-up (if no reply)

days

Follow-up 2 Delay

Days after Follow-up 1 to send the second follow-up (if no reply)

days

📞 Escalation

Escalation Numbers

Get notified on WhatsApp when Claude detects a high-intent lead. Add multiple numbers separated by commas (include country code).

🤖 LLM Configuration

Choose the AI provider and model for each bot function. Changes take effect immediately after saving.

Loading LLM configuration…

🔑 API Keys

API keys currently in use. Click Change to update a key. Changes take effect immediately.

Loading keys…

Tremoora SalesBot