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Track champion job changes with Gmail, Google Sheets, Apollo, Claude and Slack

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Created by: Siddhesh Sawant || sidxsawant
Siddhesh Sawant

Last update

Last update 12 hours ago

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Quick overview

For B2B sales and customer success teams. Catches when past customers change jobs from Gmail bounces and auto-replies, confirms the move with Apollo and an AI agent, scores it, and alerts the right rep in Slack with evidence, a new email and a draft opener.

How it works

  1. Every morning it reads your champions from Google Sheets and scans Gmail for bounced emails and "no longer with the company" auto-replies. A monthly sweep also checks a third of the list, so everyone is checked once a quarter.
  2. Each person with a signal is looked up in Apollo within a monthly credit budget you set, with a Slack warning at 80%. Results are reused for 14 days and phone numbers are never requested.
  3. An AI agent weighs the evidence and decides: confirmed move, [VERIFY] (a signal but no new role yet) or no change, and writes a short draft opener. A confirmed move must match what Apollo returned, so text in an email can't trick it.
  4. Confirmed moves are scored on the person's role, the personas you care about, seniority, account status (customer, open deal or lost deal), ICP fit and how recently they started.
  5. Each move is posted to Slack, @mentioning the account owner and cc'ing the champion's old rep, with the evidence, score, new work email and draft opener. Optionally, Hunter fills in missing emails.
  6. Every other Monday a digest of confirmed moves and open [VERIFY] cases goes to Slack. [VERIFY] cases are rechecked automatically every 30 days.
  7. A webhook turns email opens, clicks, replies and website visits from a moved champion's new company into "call now" alerts. Nothing is ever sent to a champion automatically.

Setup

  1. Create a Google Sheet with a Champions tab and a Customers tab. The columns are listed in the main sticky note, which also links a ready-made template.
  2. Add credentials: Google Sheets, Gmail, Slack, your AI model (Anthropic by default), and a Header Auth credential for Apollo with the name x-api-key.
  3. Fill in the Config node: sheet ID, Slack channel, Apollo monthly budget, a short description of your product and ideal customer, your personas, and a team directory with Slack member IDs for @mentions.
  4. Put a contact ID in Test Contact, run Test One Person and check Slack. When it looks right, publish the workflow.
  5. Optional: add a Hunter credential (X-API-KEY) and set find_new_emails to true. For "call now" alerts, add a Header Auth credential on the Engagement Webhook and point your email and website tracking tools at its URL.

Requirements

  • n8n with Data Tables (built and tested on n8n 2.44)
  • Apollo account with API access (it only charges a credit when it finds someone)
  • Google Sheets, Gmail and Slack
  • An AI model that supports tool calling (Anthropic by default; OpenAI, Gemini, Mistral and Ollama also work)
  • Optional: Hunter, to find new work emails Apollo doesn't have

Customization

  • Personas: give the roles you care about (for example UX researchers) more points than seniority alone.
  • Scoring: every weight and the Hot / Warm thresholds can be changed in Config.
  • Opener style: add house guidelines so every draft sounds the same.
  • AI model: swap the Chat Model node for any provider.
  • Full version: a lookup waterfall (Apollo, Clay, People Data Labs), Salesforce, Salesloft and plug-in connectors for any CRM, open source at https://github.com/sid-sawant-duke/valari