Everyday Workflows Client Portal

Action-Items

10 min read

BAINTL - Action Items

Client Tasks

All active tasks for Business Answers International. These automatically appear in the Master Todo List.

🔥 Critical Path (Now → Campaign Launch)

Weekend of 2026-01-25/26 (THIS WEEKEND - Instantly.ai Setup) 🚀

  • [ALEX] Create and configure Instantly.ai account for BAINTL priority 📅 2026-01-25
  • [ALEX] Connect mail.baintl.com and warm-up domains to Instantly priority 📅 2026-01-25
  • [ALEX] Configure domain warm-up settings in Instantly priority 📅 2026-01-25
  • [ALEX] Set up Instantly.ai MCP server for n8n integration priority 📅 2026-01-26
  • [ALEX] Build n8n workflow: Loxo → Instantly (push contacts to campaigns) priority 📅 2026-01-26
  • [ALEX] Build n8n workflow: Instantly → Loxo (sync replies, update statuses) priority 📅 2026-01-26
  • [ALEX] Test end-to-end: Loxo status change → n8n → Instantly campaign add priority 📅 2026-01-26
  • [ALEX] Create first campaign in Instantly (Conservative MPC for extrusion) priority 📅 2026-01-26

Week of 2026-01-27 (Campaign Launch Week)

  • [ALEX] Final testing of Loxo ↔ n8n ↔ Instantly integration priority 📅 2026-01-27
  • [ALEX] Deploy first email campaign to extrusion list (190 contacts) priority 📅 2026-01-27
  • [ALEX] Monitor campaign deliverability, open rates, response rates priority 📅 2026-01-28
  • [AARON] Review campaign list before send (remove any active client employees) priority 📅 2026-01-27

Week of 2026-01-13 (Previous - Campaign Prep)

  • [ALEX] Complete AI enrichment final testing (test on additional contacts to verify 70% confidence threshold working) priority 📅 2026-01-15

  • [ALEX] Email Christy at LOXO (CC Aaron/Dan) to configure mail.baintl.com domain for email sending priority 📅 2026-01-14 ✅ 2026-01-14

  • [AARON] Decide on status field approach: Universal status for both hiring partners & candidates (same statuses apply to both types) ✅ 2026-01-13

  • [ALEX] Update Status-SOP.md documentation to clarify it applies to both hiring partners AND candidates priority 📅 2026-01-14 ✅ 2026-01-14

  • [ALEX] Merge redundant statuses: Active/Current Client/Customer → “Active” only priority 📅 2026-01-15 ✅ 2026-01-14

  • [ALEX] Perform mass status/type cleanup in database (ensure correct statuses before campaign triggers) priority 📅 2026-01-17

  • [ALEX] Set up external email campaign response automations (status updates when contacts respond, opt out, etc.) priority 📅 2026-01-18

  • [ALEX] Test LOXO email campaign rule capabilities (can we exclude by company name list? by specific criteria?) priority 📅 2026-01-16

  • [ALEX] Investigate disabling LOXO Self-Updating CRM Agent (risk of overwriting good resume data with guessed data) priority 📅 2026-01-16

  • [AARON] Provide AI agent rules/parameters for industry classification (sub-industry preferred, when to use broad categories) priority 📅 2026-01-16

  • [AARON] Provide AI agent rules/parameters for hiring function classification (how to categorize edge cases like “Branch Manager”) priority 📅 2026-01-16

  • [AARON/DAN] Continue adding contacts to database (goal: steady 100-200 every couple days) priority 📅 2026-01-17

Week of 2026-01-20 (Next Week - Campaign Launch)

  • [ALEX] Build first email campaign targeting 190 extrusion contacts (conservative approach, core industry) priority 📅 2026-01-22
  • [ALEX] Create campaign copy for extrusion hiring managers (leverage MPC examples, personalize for core industry) priority 📅 2026-01-21
  • [AARON] Review campaign list manually before send (remove any active client employees to avoid recruitment email mishaps) priority 📅 2026-01-23
  • [ALL] Deploy first email campaign to extrusion list (190 contacts) priority 📅 2026-01-24
  • [ALEX] Monitor campaign deliverability, open rates, response rates priority 📅 2026-01-24

Ongoing Priorities

  • [AARON/DAN] Document LOXO workflow pain points as they occur - send to Alex anytime something “takes way too long” for automation consideration priority 📅 ongoing
  • [AARON/DAN] Import backlog Excel lists of hiring-manager contacts (Kelsey) to reach 100+ per industry/function segment priority 📅 2026-01-24

🤖 AI Agent Development (New Initiative)

AI Candidate Finder Agent:

  • [ALEX] Define voice-activated interface specs (accessible from phone) priority 📅 2026-01-20
  • [ALEX] Build natural language processing for candidate search requests priority 📅 2026-01-22
  • [ALEX] Integrate with OpenAI API for request interpretation priority 📅 2026-01-24
  • [ALEX] Connect to candidate sourcing databases priority 📅 2026-01-27
  • [ALEX] Add enrichment + LOXO import automation priority 📅 2026-01-29
  • [ALEX] Build notification system (alert when task complete) priority 📅 2026-01-31
  • [ALEX] Create demo for Aaron/Dan priority 📅 2026-02-03
  • [AARON/DAN] Evaluate AI agent as Kelsey replacement (cost comparison: $0.20-0.30/lead vs current overhead) 📅 2026-02-10

Estimated savings:

  • Current: Kelsey + offshore team (hours potentially inflated)
  • Future: AI agent at ~$0.20-0.30 per lead + no PTO, no questioning if work is done

🚧 Known Issues & Workarounds

LOXO Platform Limitations (Confirmed 2026-01-13)

  1. No native automation support: Cannot build “if X then Y” automations inside LOXO

    • Workaround: Build all automations externally via n8n
    • Status: Accepted, building external automation layer

  2. Self-Updating CRM Agent lacks transparency:

    • No visibility into what fields are updated or why
    • Risk of overwriting good data (from resumes) with guessed data
    • Workaround: Consider disabling entirely
    • Status: Under investigation

  3. Branch Manager edge case: Many are both candidates AND hiring managers, some at active client companies

    • Risk: Accidentally recruiting employees from active clients
    • Workaround: Manual review of campaign lists before send (lists only 200-500 max)
    • Alternative explored: Company exclusion lists (but blocks ALL emails to that company)
    • Status: Using manual review approach for now

Email Campaign Infrastructure

  • Subdomain mail.baintl.com configured by Scott ✅ 2026-01-13 (confirmed in call)
  • LOXO email sending configuration pending (Alex to contact Christy)

📋 Phase 2: Campaign Development & Testing (In Progress: 2026-01-13 → 2026-01-24)

AI Enrichment & Classification

  • Build AI classification prompt using GPT-4o for hiring function/industry mapping ✅
  • Build n8n enrichment workflow (trigger on “Enrich” status) ✅
  • Implement confidence scoring (70% threshold) ✅
  • Add multi-source email search (LinkedIn + other databases) ✅
  • Add pattern-guessing fail-safe (last resort only) ✅
  • Complete final testing on additional contacts
  • Validate enrichment accuracy at scale
  • Calculate actual cost per enrichment (targeting <0.20)
  • Get Aaron/Dan approval for production deployment

Campaign Platform - Instantly.ai (CONFIRMED ✅)

Decision Finalized 2026-01-24

Going with Instantly.ai. Full environment setup planned for weekend of Jan 25-26.

Weekend Setup (Jan 25-26):

  • [ALEX] Set up Instantly.ai account for BAINTL ✅ Moved to Weekend Critical Path
  • [ALEX] Connect domains to Instantly ✅ Moved to Weekend Critical Path
  • [ALEX] Build n8n integration with Instantly.ai MCP server ✅ Moved to Weekend Critical Path

Integration Architecture:

  • Instantly.ai MCP Server → n8n workflows
  • Loxo ↔ n8n ↔ Instantly programmatic communication
  • Full automation layer for status sync, campaign triggers, reply handling

Campaign Platform - LOXO Native (CANCELLED)

  • LOXO tracking pixels are mandatory (cannot be disabled) ✅
  • Decision: Proceed with LOXO native campaigns (REVERSED 2026-01-22) ✅
  • FINAL DECISION 2026-01-24: Using Instantly.ai instead ✅
  • Configure mail.baintl.com domain in LOXO for sending N/A
  • Test campaign creation and sender behavior N/A
  • Verify unsubscribe/compliance requirements for bulk sends N/A

Campaign Creation

  • Draft Conservative MPC campaign copy for extrusion contacts (190 contacts, core industry)
  • Configure campaign in LOXO with external automation triggers
  • Test campaign on small batch (5-10 contacts)
  • Review deliverability metrics from test

📊 Database & Status Management

Status Field Cleanup (Critical for Campaign Launch)

  • Decision: Use universal status field for both hiring partners (Type = Contact) AND candidates (Type = Candidate) ✅ 2026-01-13
  • Update Status-SOP.md to clarify universal application to both types
  • Merge Active/Current Client/Customer into single “Active” status
  • Perform mass status updates to prepare for campaign triggers
  • Verify all extrusion contacts (190) have correct statuses
  • Clean up legacy statuses (YES, NO, DNC, etc.) - Aaron to handle

Database Health

  • Current size: ~11,000 contacts
  • Recent additions: ~190 plastics extrusion (core industry, ready for testing)
  • Import rate: ~100-200 every couple days (~30/day via Kelsey)
  • Continue steady import flow
  • Monitor data quality (enrichment accuracy, bounce rates)

🎯 Phase 3: Scaling (Planned: Late January → February 2026)

Additional Campaigns

  • Build Aggressive MPC campaign (adjacent markets)
  • Build Customer Maintenance campaign (quarterly check-ins)
  • Expand to candidate-focused campaigns (after hiring manager campaigns proven)
  • Build 10-15 industry-specific campaigns

Automation Expansion

  • Build status update automations for campaign responses (respond, opt-out, bounce)
  • Build workflow automations for pipeline movements
  • Investigate “First-time interview → auto-create deal” automation (if quick win)
  • Create automation for preventing client employee recruitment (exclusion logic)

Workflow Automation Improvements (From Business Analyst Review - 2026-02-09)

Critical Gaps Identified

Loxo does not support native Person Status automation. All status sync logic must be built in n8n.

P0 - High Priority:

  • [ALEX] Build n8n workflow: Pipeline Stage → Person Status sync automation 📅 TBD

    • Client Submittal → “Client Submissions” Person Status
    • First Time Interview → “Interviewing” Person Status
    • Offer Extended → “Offer And Negotiation” Person Status
    • Placed → “Placed” Person Status
    • Rejected → “Rejected” Person Status
    • Requires: Loxo webhook integration + Loxo API access for Person Status updates

  • [ALEX] Build n8n workflow: Active Client Employee auto-exclusion system 📅 TBD

    • Detect when person works at Active Client company
    • Auto-tag with “Active-Client-Employee” tag
    • Exclude tagged contacts from candidate campaigns
    • Solves: Branch Manager edge case (dual-role contacts at client companies)

P1 - Medium Priority:

  • [AARON/ALEX] Document Job Order Status trigger sources (Hold, Filled by Client, Did Not Hire) 📅 TBD

    • Where do these status changes originate? (email/manual/API)
    • Build automation if source is detectable

  • [AARON/ALEX] Define lead scoring criteria for Prospects 📅 TBD

    • Score by company size, industry segment, geography
    • Prioritize high-value prospects in outreach

P2 - Lower Priority:

  • [ALEX] Build KPI dashboard for recruiting metrics 📅 TBD

    • Conversion rates (Prospect → Client, Candidate → Placed)
    • Time-to-fill metrics
    • Pipeline velocity

  • [AARON/ALEX] Add geographic/territory segmentation to database 📅 TBD

    • Plastics plants are location-specific
    • Enable territory-based campaigns

Industry Best Practice Gaps:

  • [AARON] Document seasonal hiring cycles (Q1/Q3 spikes) for campaign timing 📅 TBD
  • [ALEX] Build referral tracking system 📅 TBD

⏳ Awaiting Responses

From Aaron/Dan

  • Create OpenAI API account and add Alex as admin ✅ 2025-12-18
  • Provide 2-3 example MPC emails for tone/style reference ✅ 2025-12-18
  • Provide industry classification rules/parameters for AI agent
  • Provide hiring function classification rules/parameters for AI agent
  • Review and approve first email campaign before deployment
  • Decide on approach for branch manager edge case (manual review vs exclusion lists)
  • Evaluate LOXO Self-Updating CRM Agent (keep enabled or disable?)

From LOXO (Christy or Tech Support)

  • Configure mail.baintl.com domain for email sending in LOXO platform

🔧 Workflow Optimization (Low Priority)

  • [ALEX] Review all LOXO workflows with Aaron (identify misconfigured progression triggers)
  • [ALEX] Create visual mermaid diagrams for each workflow
  • [ALEX] Document current Deal Pipeline process (BAI Placement Pipeline)
  • [OPTIONAL] Build automation: First-time interview → Auto-create deal in placement pipeline (only if quick win)
  • [ALEX] Investigate custom field solution for branch manager exclusions (checkbox: “Exclude from candidate campaigns”)

✅ Recently Completed (2025-12-05)

Phase 1 Complete

DNS, status structure, SOP documentation all finished. Email infrastructure now production-ready.

DNS Verification & Infrastructure

  • Send test email from Aaron’s account to personal Gmail ✅ 2025-12-05
  • Verify SPF = PASS ✅ 2025-12-05
  • Verify DKIM = PASS ✅ 2025-12-05
  • Verify DMARC = PASS ✅ 2025-12-05
  • Screenshot results for documentation ✅ 2025-12-05
  • Verify DNS health and records ✅ 2025-12-05
  • Update DMARC policy to quarantine ✅ 2025-12-05

Loxo Configuration

  • Add prospect statuses to Loxo CRM ✅ 2025-12-05
  • Approve new Hiring Manager Status values ✅ 2025-12-05
  • Approve removal of “ALL” from Hiring Function ✅ 2025-12-05
  • Loxo onboarding call completed ✅ 2025-12-05

Documentation

  • Create Hiring Manager Status SOP document ✅ 2025-12-05
  • Project documentation created ✅ 2025-12-05
  • Respond to Aaron: Status SOP questions (Polymershapes edge case) ✅ 2025-12-05
  • Respond to Aaron: Domain health technical education with screenshots ✅ 2025-12-05

Technical Decisions

  • Research Loxo click/open tracking capabilities ✅ 2025-12-04
  • Initial decision: build campaigns externally via n8n + Gmail API (later revised to proceed with LOXO native campaigns) ✅ 2025-12-04

Context

Graph View