Airtable Schema — Inbound Messages

Base: Inbound Leads (appt783peNrkiYMHB)
Table: Inbound Messages (tblRfRTEd6kfW9slT)

This table is the single source of truth for tracking inbound brand outreach and the follow-up sequence.

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Full Field Reference

Field Name	Field ID	Type	Written By	Purpose
email	fld2Cl3RSKZBcu97B	Text	Main Inbound Zap (Step 18)	Brand sender email. Primary key used for matching in companion Zaps.
Thread ID	fldS6OHvxDod6vNUl	Text	Main Inbound Zap (Step 18)	Gmail thread ID. Used for deduplication — prevents two replies to same thread.
name	fldSWAMxcEOAuSMZk	Text	Main Inbound Zap (Step 18)	Parsed sender name.
from_domain	fldukwb7Xf7v9lEfk	Text	Main Inbound Zap (Step 18)	Sender's email domain (e.g. famesters.net).
Subject	fldKwJtBJE8AoS751	Text	Main Inbound Zap (Step 18)	Email subject line.
Inbound Message	fldgkX8OGdmdoK4QO	Long text	Main Inbound Zap (Step 18)	Full original email body.
Message ID	fldvdiPA1pSM4z2jg	Text	Main Inbound Zap (Step 18)	Gmail message ID.
assigned_agent_email	fldO9YkmrZdL4u5QO	Email	Main Inbound Zap (Step 18)	Which agent was assigned (charlie@, annie@, henry@). Used for follow-up send-as.
AI Reply	fldCXxCWsmGKBRY68	Long text	Main Inbound Zap (Step 18)	What Claude drafted and sent.
Reply Sent	fldxyCBayGMIX6lmp	Checkbox	Main Inbound Zap (Step 18)	Whether the auto-reply was sent. Follow-up Zap skips records where this is false.
Last Contact Date	fldwLxh4WUzSrPQvC	Date	Follow-Up Zap	Updated each time a follow-up is sent.
Has Booked	fld1QCoZaOiPyomxl	Checkbox	Cal.com handler	Set to true when brand books a Cal.com call.
Days Since Last Contact	fldGH9u6eU2yoGTEo	Formula	Auto	Calculated field.
Follow Up Count	fldt03M5kKQSHy947	Number	Follow-Up Zap	Incremented after each follow-up sent. Max 4.
status	fldtaFKNZsp8TPfa7	Single select	—	Options: New, Replied, Ignored. Not actively written by any Zap — available for manual use.
Brand/Agency	fldIkupVGJrRlDtOr	Single select	—	Options: Brand Direct, Agency, Unknown, No Creator. Not actively written by any Zap.
routed_at	fldv83HliHa55i5tq	Created time	Auto (Airtable)	Timestamp when the record was created. Used by Follow-Up Zap to calculate Day 3/7/11/14 timing. Never written manually.
NEEDS ATTENTION	fldK3YJl1r1WBPxEA	Checkbox	Manual	Flag for agent review.
Inbound Messages logs	fldcCNKoA7WkU3O9g	Text	—	Log field.
Created By	fldGoiqXJlACsWjIn	Created by	Auto (Airtable)	Who created the record (always the Zapier service account).
Creator Name	fldU0Wbc9eO4TqOWE	Text	Main Inbound Zap (Step 18)	Which creator the brand was asking about. "unknown" if couldn't be matched.
Time Received	fldlzwi66UH0qIsDH	Date	Main Inbound Zap (Step 18)	Date the email was received.
In Follow-Up	fldCsQ2aiMDGSPmTU	Checkbox	Follow-Up Zap	Set to true when the first follow-up runs.
Has Replied	fldkwOPTXlERKKOzM	Checkbox	—	Separate from Responded — may indicate agent replied manually.
Responded	fldjDZdTmKt46zMid	Checkbox	Companion Zap 1 / Cal.com handler	The main stop flag. Set to true when brand replies to any agent OR books a call. Stops follow-up sequence immediately.
Last Follow Up Body	fldyC29zZ4XBDbBFY	Long text	Follow-Up Zap	The last follow-up email Claude wrote.

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Key Fields for Operations

Responded is the most important field. When it's true:

• Follow-Up Zap skips this record entirely
• No more emails go out to this brand

routed_at drives all timing. It's set automatically by Airtable when the record is created. The Follow-Up Zap calculates (today - routed_at) to decide which follow-up to send.

email is the matching key for both companion Zaps. It must exactly match the sender email from Close CRM / Cal.com. Both systems lowercase the email before comparing.

Follow Up Count tracks how many follow-ups have been sent. When it reaches 4, the filter in Step 3 of the Follow-Up Zap stops processing that record.

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Record Lifecycle

[Record Created by Main Inbound Zap]
  Reply Sent = true
  Follow Up Count = 0
  Responded = false
  routed_at = now (auto)
        ↓
[Day 3 — Follow-Up Zap]
  Follow Up Count → 1
  Last Contact Date = today
  In Follow-Up = true
  Last Follow Up Body = [email text]
        ↓
[Brand replies to agent]
  Responded = true   ← set by Companion Zap 1
  (Follow-Up Zap will skip this record from now on)

OR

[Brand books a call]
  Responded = true   ← set by Cal.com handler
  Has Booked = true  ← set by Cal.com handler
  (Follow-Up Zap will skip this record from now on)

OR

[Days 7, 11, 14 pass with no response]
  Follow Up Count → 2, 3, 4
  At count = 4, Follow-Up Zap stops processing