AI Bot #3 — Demo Booking Confirmation
Purpose: When a prospect books a demo via the HubSpot calendar link, automatically send them a confirmation email with the vertical-specific one-pager and the Fake ID Sales Brief. No manual follow-up needed from coordinator.
Tech Stack
| Component | Tool | Notes |
|---|---|---|
| Trigger | HubSpot — meeting booked via calendar link | Calendly integration also possible |
| Automation | Zapier or HubSpot native workflow | HubSpot native preferred — fewer failure points |
| PDF selection logic | Conditional on 'Business Type' field from demo form | Vape / Smoke / Liquor routes to correct one-pager |
| Email delivery | HubSpot email send |
Open items blocking this bot:
- Open Item #3: CRM selection (HubSpot vs. alternative) must be confirmed before building
- Open Item #8: PDF storage location — the three vertical one-pagers and Fake ID Brief need a URL that Zapier/HubSpot can reference
PDF Selection Logic
The correct vertical one-pager is selected based on the Business Type field submitted on the /demo form:
| Business Type (form value) | Attachment 1 |
|---|---|
| Vape Shop | PeakPOS Overview — Vape Shop version (1 page) |
| Smoke Shop | PeakPOS Overview — Smoke Shop version (1 page) |
| Liquor Store | PeakPOS Overview — Liquor Store version (1 page) |
| Other | Default to Smoke Shop version (confirm with coordinator) |
Attachment 2 is always the same: Fake ID Sales Brief (confirm storage URL with coordinator — Open Item #8).
Confirmation Email Content
| Element | Content |
|---|---|
| Subject | Your PeakPOS demo with Nico Ruggieri — confirmed for [Date] at [Time] |
| From | Nicholas Ruggieri, PeakPOS |
| Body para 1 | Your demo is confirmed. Nico Ruggieri is the Co-Founder and CSO of Pinpoint Payments and PeakPOS. He has 14 years in payment processing and built PeakPOS specifically for vape, smoke, and liquor store operators. |
| Body para 2 | To make the most of your 30 minutes, we attached two short reads: a one-page overview of PeakPOS for [their vertical], and a brief on the fake ID problem facing [their vertical type] stores right now. Both are under 5 minutes. |
| Body para 3 | See you on [Date] at [Time]. If anything comes up, reply to this email. |
| Attachment 1 | Vertical-specific one-pager (auto-selected based on Business Type field) |
| Attachment 2 | Fake ID Sales Brief |
| Calendar event | ICS file attachment with demo details |
Zapier / HubSpot Workflow Steps
- Prospect submits
/demoform with Business Type field - Prospect books time via HubSpot calendar link
- Trigger fires: meeting booked
- Conditional: check Business Type field value → select correct one-pager PDF URL
- Send confirmation email with:
- Correct vertical one-pager attached
- Fake ID Sales Brief attached
- ICS calendar file attached
- HubSpot logs meeting details to contact record