Every Monday, I send the whole team a recap of the contact requests received on the website the previous week. I paste the requests into Claude, and ten minutes later the message is ready, the tracking file is up to date and the week is archived.
The problem
The website’s forms land in a shared mailbox. It holds real projects, but also customers looking for support, job applications, cold pitches and spam. The sales team couldn’t see what the website actually brought in, and nobody knew where requests came from.
What I built
A Claude skill: a written procedure Claude follows every time. I paste the week’s requests with their arrival time, and it runs five steps.
1. Sort each request into four statuses:
| Status | Rule |
|---|---|
| Qualified project | A real organization and a stated need: tool change, volume, quote, presentation |
| To qualify | A real organization, but an empty or too vague form |
| Off target | Existing customer, partnership, job application, cold pitch, spam: only counted |
| Within the group | Mentioned at the end of the list, not counted as a project |
A demo request from a real organization is always qualified, even without a comment.
2. Find the source in Matomo: for each day a request came in, the channel carrying the conversion (search engine, AI assistant, referring site, campaign).
3. Write the message: short, no emoji or jargon, qualified projects first and in order of arrival, one line for those to qualify, off-target ones only in the count. No email or phone number of the contact: the message goes to the whole team.
4. Update the tracking: qualified requests go into an Excel workbook, and a script fetches the status of each from the CRM (quote sent, signed, lost).
5. Archive the week: a “Week” tab is regenerated (last week, the week before, average of the four before, chart of the last twelve weeks), then the workbook and the message are archived under the day’s date.
What the message looks like
With fictional data (in French, as sent):
Bonjour à tous,
Voici le récap hebdomadaire des demandes de contact reçues sur le site
la semaine dernière (du 2 au 8 novembre) : 7 demandes, dont 2 projets qualifiés.
1. Mairie de Lumen (collectivité), mardi 3 novembre
Besoin : remplacer son outil d'envoi pour 40 000 habitants, avec SMS d'alerte.
Souhaite une présentation.
2. Lumen Fit (salles de sport), jeudi 5 novembre
Besoin : une démo de la plateforme.
À qualifier : Maison Lumen (vendredi), via la page contact, formulaire sans détail.
Bonne semaine à tous !What got in the way
- The hidden source. The form is hosted on a different domain from the website: in Matomo, many requests seemed to come from that domain instead of their real origin. The rule: write “source not identifiable” rather than make one up. The domain has since been excluded from referrers.
- Untracked visits. A request with no conversion that day in Matomo comes from a visitor who refused cookies. Claude says so.
- Reasoning day by day. The tool can’t tie a request to a specific visit. When two requests come in the same day, Claude says so and doesn’t guess which came from where.
- The rules evolve with use. Demos always qualified, chronological order rather than “hottest first”, source removed from the message but kept in the tracking: these came from team feedback, added to the skill week after week.
Takeaway
The recap now takes ten minutes, and it always comes out in the same format, whether or not I’m focused that Monday. Above all, every sorting rule is written down: when someone asks why a request isn’t counted, the answer is in the skill.