Inbound Loop — Current vs. Target | Outdoor Vibes CX-Survey

Automated today

all 4 inbound channels manual

days

Hot-lead latency now

target: minutes

Inbound channels

survey · reply · STOP · click

1 / 3

Workflows started

A building · B, C sketched

The risk for the paid-180 / VIP send: the outbound email is polished and compliant, but the inbound loop is 0% built. Right now a top customer who answers "Yes, I'd love a free quote" lands silently in Fillout with no alert and no routing — a $20K-relationship hot lead can sit for days. Don't send to VIPs until at least Workflow A (response routing) is live.

Current state — how it works RIGHT NOW

100% manual

survey response → Fillout dashboard → [no alert · no routing · nobody notified] → someone happens to check

email reply → jack@trimlightphoenix.com inbox → [manual read]

"STOP" reply → same inbox → [hand-add jobber_id to EXCLUDE_JOBBER_IDS]

open / click → Resend dashboard → [no notification · viewed only if someone logs in]

Current vs. Target — by inbound event

Inbound event	Today (manual)	Target (n8n)	Status
Survey: "Yes, free quote" (HOT)	✗ sits in Fillout, no alert	✓ Quo upsert + auto-SMS from Jack + team notification + Jobber tag + log	Workflow A
Survey: "Maybe" (WARM)	✗ no follow-up	✓ Quo + Day-3 follow-up queued + log	Workflow A
Survey: "Not for me" / all	✗ unlogged	✓ logged to Sheet/DB	Workflow A
Email reply (interested)	✗ manual inbox read	✓ Jack monitors; future: parse → route	manual
"STOP" / unsubscribe	✗ hand-edit EXCLUDE list	✓ suppression workflow → list → mailer exclude	Workflow B (sketched)
Open / click	✗ dashboard only	✓ Resend webhook → engagement DB → VIP non-clicker nudge	Workflow C (sketched)

Target flow — Workflow A (response routing)

building now

Fillout webhook → parse/normalize → dedupe → Switch on Q2 → { HOT · WARM · COLD }

HOT — "Yes, free quote"

Quo contact upsert → auto-SMS from Jack → team notification → Jobber tag palm-tree-interest → log

WARM — "Maybe"

Quo upsert → queue Day-3 follow-up → Jobber tag cross-sell-interest → log

COLD / all responses

log to Google Sheet (response store)

Build status — 3 workflows

A — Response routingBuilding

Authored + validated; deploy pending creds/decisions. Mostly a re-wire of the existing facebook-leads-openphone reference workflow.

B — STOP / suppressionSketched

Gmail-trigger watches STOP replies → suppression store → mailer dataSource.exclude reads it. Closes the manual gap.

C — Non-clicker follow-upSketched

Resend open/click webhook → engagement DB → scheduled VIP/Standard non-clicker nudge via Quo SMS.

Blocking decisions before deploy

4 open

Jobber API credential — none exists (GraphQL OAuth2). Blocks auto-tagging; degrade to "log needs-tag" until resolved.

Quo credential brand confirmation — existing cred is named "Quo - AZ Palm Tree Lights" on the shared number. Confirm it's right for these Trimlight-sourced contacts (resolver grabs first httpHeaderAuth by default — brand-separation hygiene risk).

Fillout → webhook wiring — point form uwK2aXF6QUus submissions at the n8n webhook URL.

Suppression store — Google Sheet (manual export) vs Neon/Postgres (live SELECT from the mailer's exclude). Drives how clean the closed loop is.