Churn Interview Runner
Every churned account gets a real exit interview, and the themes land in one synthesis — not in one person's memory.
Churn reasons die in slack DMs and one person's memory, so the same leaks keep sinking the same kind of account. This recipe makes exit interviews systematic. Accounts churned in the window are pulled from your CRM with tenure, value, and the internal churn note; each gets a real interview invite staged as a Gmail draft offering two concrete calendar slot options you could actually host. The interview itself runs a structured question set — the reason, the trigger, any competitor, and what would have saved them — so every exit produces comparable evidence instead of a vibe. Per interview the reason, competitor, and save-lever are named; across accounts, themes are synthesized with counts and verbatims into one monthly churn brief your product and CS teams can act on. Invites and bookings only move on your approval, and reruns never re-invite an account already interviewed in the window.
How it runs
Multi-agent orchestration — here's the flow, step by step.
Resolve the churn window and question set from memory; dedupe against accounts already invited or interviewed in this window.
workflow orchestratorPull accounts churned in the window from HubSpot with tenure, contract value, churn note, and the owner who managed the relationship.
crm scannerRead open slots on the calendar and propose two realistic interview times per account, in business hours.
calendar scannerStage the interview invite per account as a Gmail draft — warm, short, two slot options, an easy decline path.
email writerRun the structured question set per scheduled interview — reason, trigger, competitor, what-almost-saved — and capture the answers with verbatims.
meeting notes agentSynthesize each completed interview: the named reason, the trigger moment, any competitor, and the save-lever that might have held them.
exit analystRoll interviews up into the monthly churn brief: cross-account themes with counts, verbatims, and the retention moves each theme implies.
exit analystStage invites, slot bookings, and the brief for one-click approval; on approval, create the Gmail drafts, stage the calendar events, and archive the brief as a document, returning receipts.
distributorAssemble the summary: churned accounts found, invites staged, interviews completed, theme table, and the in-hub footer when connections are missing.
report formatterRequired Agents
8- workflow-orchestrator
- crm-scanner
- calendar-scanner
- email-writer
- meeting-notes-agent
- exit-analyst
- distributor
- report-formatter
Connections
Required
Optional
What it does
- Pulls accounts churned in the window from your CRM automatically
- Interview invite staged with two real calendar slot options
- Structured question set: reason, trigger, competitor, what-almost-saved
- Per-interview synthesis with named reason, competitor, and save-lever
- Cross-account themes with counts and verbatims — one monthly churn brief
- Nothing books or sends without approval — invites and slots are staged first
- Synthesis archived as a document when a docs connection is present
- Idempotent per account + window — reruns update in place, never duplicate
Example prompt
Pull the accounts that churned this month, stage exit-interview invites with two slot options each, and start building the monthly churn brief.
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