Skills
skills/scientiacapital/skills/prospect-refresh

prospect-refresh

Installation
SKILL.md

Prospect Refresh Skill

<quick_start> Trigger: Monday 6:30 AM ET (runs after prospect-enrich)
Manual Trigger: "Run prospect refresh" or "Search new ICP prospects"
Dependencies: Requires HubSpot portal 21530819, Apollo credits, Gmail tkipper@epiphan.com
Output: 30 net-new prospects + 30 Gmail draft emails + HTML report with HubSpot links </quick_start>

<success_criteria>

  • Query Apollo for ICP title + vertical combinations (ATL-first targeting)
  • Deduplicate against HubSpot contacts (check email, company domain, name)
  • Filter Golden Rules (exclude customers, channel, device owners, etc.)
  • Enrich top 30: company revenue, headcount, funding, tech stack
  • Create Gmail draft for each prospect (personalized template per vertical)
  • Generate HTML report with sortable columns: name, title, company, vertical, ATL/BTL, links to HubSpot/Apollo
  • Include ATL/BTL tier badges and vertical ICP scores
  • Report: total prospects found, dedupe rate, ATL %, top 5 companies by headcount </success_criteria>

Stage 1: Define ICP Search Matrix

Verticals (7 ICPs) with targeting weights:

Vertical ICP Score ATL Titles Target Count Budget Authority
Higher Ed 90 CIO, VP IT, Dir. of IT Services, Provost, Dean, Dir. Academic Tech 5 >$50K
Courts 85 Clerk of Court, Court Administrator, Court Executive Director, Chief Judge 4 >$75K
Government 80 City Manager, IT Director/CIO, Director of Procurement, County Admin 5 >$100K
Corporate AV 80 VP Facilities, VP IT/CIO, VP Corp Communications, Dir. Facilities Ops, Dir. IT Infra 5 >$150K
Healthcare 75 CFO, CIO, COO, VP Operations, Director of Medical Education 4 >$100K
Houses of Worship 70 Senior Pastor, Executive Pastor, Finance Committee Chair, Facilities Chair 4 >$25K
K-12 65 Superintendent, CTO/Dir. Tech Services, Dir. Instructional Tech, Building Principal 3 >$10K

Total Target: 30 prospects (weighted by ICP score)

Stage 2: Query Apollo via People API Search

MCP Tool: apollo_mixed_people_api_search

Search Loop (iterate per vertical):

organization_locations: ["United States", "Canada"]
person_titles: [ATL_TITLES_FOR_VERTICAL]
organization_keyword_tags: [VERTICAL_KEYWORD] # e.g., "Higher Ed", "Education"
person_seniorities: ["c_suite", "vp", "director"]
organization_num_employees_ranges: [HEADCOUNT_RANGE_FOR_VERTICAL]
page: 1
per_page: 25

Example Query (Higher Ed):

person_titles: ["Chief Information Officer", "CIO", "VP Information Technology", "VP of IT", "Director of IT Services", "Director of Technology", "Provost"]
organization_keyword_tags: ["Higher Education", "Education", "University", "College"]
organization_num_employees_ranges: ["51,200", "201,500", "501,1000", "1001,5000", "5001,10000"]
person_locations: ["United States", "Canada"]

Output per vertical: Up to 25 results (name, email, title, organization, location, person_id, organization_id)

Stage 3: Deduplicate Against HubSpot

MCP Tool: search_crm_objects (HubSpot)

For each Apollo result, check:

filterGroups: [
  {
    filters: [
      { propertyName: "email", operator: "EQ", value: apollo_result.email }
    ]
  },
  {
    filters: [
      { propertyName: "company", operator: "CONTAINS_TOKEN", value: apollo_result.organization_name }
    ]
  }
]

Exclusion Logic:

  • If email exists in HubSpot → SKIP
  • If company + similar name exists → SKIP
  • If domain in blacklist (channel, device owners, etc.) → SKIP
  • Otherwise → KEEP

Expected Dedup Rate: 40-60% of Apollo results removed (existing contacts)

Stage 4: Apply Golden Rules + ATL/BTL Filter

Golden Rules (Hard Exclusions):

  • Skip if company in crm_customers (customer check)
  • Skip if contact tagged "Channel Partner"
  • Skip if job title contains BTL keywords: Technician, Support, Intern, Admin, Engineer (non-director), Operator
  • Skip if title in NEVER ATL list (Warehouse Manager, Network Admin, AV Tech, etc.)
  • Keep: USA/Canada only, public company or funded (exclude bootstraps <$1M)

ATL/BTL Classification (per CLAUDE.md):

ATL Tier (Always Prospect):

  • Chief (C-suite), VP, Director (IT/Tech/Facilities), Provost, Dean
  • Court Administrator, Clerk of Court, City Manager, Senior Pastor

GRAY Tier (Budget Authority >$25K Required):

  • Manager roles with Director+ reporting line
  • Department Chair (context-dependent)
  • Program Director (dept-level budget only)

BTL Tier (Skip for ATL-first targeting):

  • Technician, Specialist, Coordinator, Support, Administrator
  • Engineer (non-director), Operator, Instructor, Designer, Assistant
  • Help Desk, Intern, Volunteer

Output after filtering: Typically 50-60% of dedup results (15-18 prospects per vertical)

Stage 5: Enrich Top 30 Results

MCP Tool: apollo_organizations_enrich (for company data)

For each retained prospect:

domain: organization.domain (from Apollo result or extract from email)

Enrich fields:

  • annual_revenue, headcount, founded_year
  • latest_funding_amount, latest_funding_date
  • website, industry, keyword_tags
  • technologies (current tech stack)

MCP Tool: find-and-enrich-contacts-at-company (Clay fallback for company data)

If Apollo org enrichment incomplete:

companyIdentifier: prospect.domain
dataPoints: {
  companyDataPoints: [
    { type: "Latest Funding" },
    { type: "Tech Stack" },
    { type: "Company Customers" }
  ]
}

Stage 6: Create Gmail Drafts (One per Prospect)

MCP Tool: gmail_create_draft

Per-Vertical Email Templates (Personalized):

Template A — Higher Ed (ICP 90):

To: prospect.email
Subject: Epiphan + [UNIVERSITY_NAME]: Hybrid Learning Infrastructure for [SCHOOL_TYPE]

Body:
Hi [FIRST_NAME],

I was researching [UNIVERSITY_NAME]'s commitment to hybrid learning and asynchronous instruction—I noticed the shift in your academic technology strategy.

We work with schools like [REFERENCE_UNIV] to solve a specific challenge: instructor burnout from manual video streaming and recording.

[COMPANY_NAME] provides:
- Live lecture capture (no manual setup)
- Auto-recordings to your LMS
- Multi-platform distribution (Zoom, Teams, Canvas)

I'm not trying to sell—just want to understand if this is a priority this quarter for your department.

Are you the right person to discuss academic video infrastructure, or should I loop in [ROLE_IF_DIRECTOR]?

Best,
Tim
--
Epiphan Video

Template B — Courts (ICP 85):

To: prospect.email
Subject: [COURT_NAME] Remote Proceedings + Video Evidence Management

Body:
Hi [FIRST_NAME],

I was reading about [COURT_NAME]'s recent adoption of remote hearing technology. Given the volume of video evidence you're handling, I suspect you're managing multiple formats and platforms.

We partner with courts in [STATE] to centralize video evidence capture and courtroom live-streaming.

Curious: are you managing this manually today, or do you have a platform in place?

Would be worth a 15-min conversation if you're evaluating vendors this quarter.

Best,
Tim

Template C — Corporate AV (ICP 80):

To: prospect.email
Subject: [COMPANY] Boardroom Modernization — 4K Capture + Distribution

Body:
Hi [FIRST_NAME],

I noticed [COMPANY] is expanding your meeting rooms and conference infrastructure. Given your footprint, I'm guessing you're wrestling with:
- Inconsistent video quality across rooms
- Integration with Zoom/Teams/corporate network
- Archival and compliance

We've solved this for companies like [REFERENCE_CORP] (similar size/industry).

Worth a quick call to explore?

Best,
Tim

Template D — Healthcare (ICP 75):

To: prospect.email
Subject: [HOSPITAL_NAME] Medical Education + Video Evidence

Body:
Hi [FIRST_NAME],

I was researching [HOSPITAL_NAME]'s surgical training and medical education programs. I see you're ramping up simulation labs and remote mentoring.

Epiphan powers video capture and distribution for teaching hospitals doing exactly this.

Quick question: who owns your medical education video infrastructure today?

Best,
Tim

Template E — Houses of Worship (ICP 70):

To: prospect.email
Subject: [CHURCH_NAME] Livestream + Archive

Body:
Hi [FIRST_NAME],

I noticed [CHURCH_NAME] is offering both in-person and online services. Curious how you're handling the livestream and on-demand library today.

We work with churches your size to simplify setup and reach.

Might be worth exploring—no commitment.

Best,
Tim

Template F — K-12 (ICP 65):

To: prospect.email
Subject: [DISTRICT_NAME] Hybrid Learning + Board Meeting Recording

Body:
Hi [FIRST_NAME],

I was researching how [DISTRICT_NAME] is scaling hybrid learning post-pandemic. Guessing you're balancing live instruction, recordings, and board meeting transparency.

Epiphan helps districts like [REFERENCE_DISTRICT] simplify video capture across buildings.

Quick question: what's your current capture setup?

Best,
Tim

Draft Creation Logic:

  • Choose template based on prospect's vertical
  • Substitute [BRACKETS] with actual prospect/company data
  • Do NOT send—leave as draft for manual review
  • Tag draft with prospect's ATL/BTL tier + vertical ICP score

MCP Tool Parameters:

to: prospect.email
subject: [PERSONALIZED_PER_VERTICAL]
body: [TEMPLATE_WITH_SUBSTITUTIONS]
contentType: "text/plain"

Stage 7: Generate HTML Report

Output Format: Self-contained HTML file with:

Report Header:

  • Execution date/time
  • Total prospects found (Apollo)
  • Dedupe rate %
  • Final net-new count
  • ATL/BTL breakdown
  • Top 5 verticals by prospect count

Sortable Table (JavaScript):

Name Title Company Vertical ICP ATL/BTL Headcount Revenue Gmail Draft HubSpot Link Apollo Link
Jane Smith CIO Higher Education Univ Higher Ed 90 ATL 8,500 $2.1B ✓ Draft [link] [link]
Bob Jones Court Admin State Supreme Court Courts 85 ATL 450 $120M ✓ Draft [link] [link]

Summary Section:

  • Top 5 companies by headcount
  • Top 5 companies by funding (if available)
  • Vertical breakdown (counts by ICP)
  • ATL % vs. BTL % in results
  • Recommended dial priority (ATL first, >$500M revenue second)

Links Format:

  • HubSpot link: https://app.hubspot.com/contacts/21530819/record/0-1/{contactId} (placeholder until contact created)
  • Apollo link: https://app.apollo.io/search?filters... (from Apollo result)

Stage 8: Load into HubSpot (Optional Next Step)

Note: This skill outputs drafts + report. Sequence Load Skill runs 45 min later (7:15 AM) to:

  • Create HubSpot contacts from top 30
  • Validate phone numbers
  • Add to Apollo outreach sequence

Emit Outcome Sidecar

As the final step, write to ~/.claude/skill-analytics/last-outcome-prospect-refresh.json:

{"ts":"[UTC ISO8601]","skill":"prospect-refresh","version":"1.0.0","variant":"default",
 "status":"[success|partial|error]","runtime_ms":[estimated ms from start],
 "metrics":{"prospects_found":[n],"drafts_created":[n],"atl_count":[n],"verticals_searched":[n]},
 "error":null,"session_id":"[YYYY-MM-DD]"}

Use status "partial" if some stages failed but results were produced. Use "error" only if no output was generated.

Skill Metadata

Version: 1.0 Last Updated: 2026-03-19 Author: Tim Kipper Status: Production Integration: Apollo + HubSpot (portal 21530819) + Gmail Tier: P1 (Core BDR Automation) Triggers: Scheduled (Monday 6:30 AM) + Manual ("Run prospect refresh") Dependencies: prospect-enrich (runs 6:00 AM), feeds into sequence-load (7:15 AM)

Weekly Installs
9
Repository
scientiacapital/skills
GitHub Stars
12
First Seen
Mar 22, 2026
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