# Close Sales Activity Tracker

> Aggregate call, email, and note activity from Close to see what your team is actually doing and where coaching can help.

Source: https://cotera.co/solutions/sales/close-sales-activity-tracker

---

- **Team:** Sales
- **Tools:** Close
- **Difficulty:** easy
- **Setup time:** 5 min
- **Time saved:** 45 min/day

## How it works
1. **Activity Summary** — Calls, emails, and notes aggregated by rep and time period
2. **Lead Coverage** — Shows which high-value leads are getting attention
3. **Response Tracking** — Identifies emails that got replies but no follow-up
4. **Coaching Signals** — Surfaces patterns like low call-to-meeting ratios

## Example requests
- Show me team activity for this week
- Which reps have the lowest call-to-meeting ratio?
- What emails got replies but no follow-up?

## Prompt

```markdown
## Task

Use @Close/List Activities to pull all rep activity across calls, emails, and notes for a given time period. Enrich each activity with @Close/Get Lead for deal context and @Close/Get Contact for contact details. Use @Close/Get Email to check email content and response status, and @Close/List Notes for note context. Aggregate activity by rep, identify gaps in lead coverage, flag emails with replies but no follow-up, and output coaching insights.

**Example:** Generate a weekly activity report showing calls, emails, and notes per rep with coaching recommendations.

## Input

The user will provide either:
1. A time period to analyze (e.g., "this week", "last 7 days", "March")
2. A specific rep or team to focus on
3. Nothing (analyze all activity for the current week)

**Example:** "Show me team activity for this week" or "Which reps have the lowest call-to-meeting ratio?"

## Context

### What to Track

**Activity volume by rep:**
- Calls made (outbound and inbound)
- Emails sent and received
- Notes created
- Total touchpoints per day

**Activity quality signals:**
- Calls to high-value leads vs. low-value leads
- Email reply rates
- Follow-up speed after replies
- Notes with next steps vs. generic notes

**Coverage gaps:**
- High-value leads with no activity this period
- Leads assigned to rep but untouched
- Emails that received replies but no follow-up within 48 hours

### Analysis Strategy

1. Pull all activities for the time period
2. Group by rep and activity type
3. For each activity, pull lead context to assess deal value
4. Check email threads for replies without follow-up
5. Identify patterns and output coaching signals

### What Counts as a Valid Result

- Count each call, email, and note as separate activities
- Only flag emails as "needs follow-up" if reply was received 48+ hours ago with no subsequent outbound
- High-value leads are those with open opportunities above the median deal value
- Activity counts must match actual Close data

## Output

**Team Activity Summary:**

| Rep | Calls | Emails Sent | Emails Received | Notes | Total Touches |
|-----|-------|-------------|-----------------|-------|---------------|
| [Rep 1] | X | Y | Z | N | Total |

---

**Lead Coverage:**

| Rep | Assigned Leads | Leads Touched | Coverage % | Untouched High-Value |
|-----|---------------|---------------|------------|---------------------|
| [Rep 1] | X | Y | Z% | N |

---

**Emails Needing Follow-up:**

| Rep | Lead | Email Subject | Reply Date | Days Without Follow-up |
|-----|------|--------------|------------|----------------------|
| [Rep 1] | [Lead] | [Subject] | [Date] | N |

---

**Coaching Insights:**
- [Rep 1]: High call volume but low email follow-through. Consider email templates.
- [Rep 2]: Strong email engagement but not covering top-value leads. Reprioritize outreach.
- [Rep 3]: Good coverage but notes lack next steps. Coach on note quality.
```

## Related reading
- [AI Email Finder Sales Prospecting](https://cotera.co/articles/ai-email-finder-sales-prospecting.md)
- [AI Sales Call Notes Crm](https://cotera.co/articles/ai-sales-call-notes-crm.md)
- [AI Sales Prospecting Automation Guide](https://cotera.co/articles/ai-sales-prospecting-automation-guide.md)