In this post, I’ll guide you through an automation process that enhances your lead generation efforts by creating and emailing personalized prospect videos at scale.
By leveraging tools like Airtable, Creatomate, and Make.com, you can save time while securing more leads effectively.
To increase the chances of success in cold outreach, it’s crucial to personalize messages. Generic outreach tends to be ignored. By using automated tools, I can create personalized videos that resonate more with prospects, making them more likely to engage.
Setting Up Your Airtable Base
Setting up an Airtable base is the first step in creating this automation. I designed my base to include essential fields that will help manage the outreach process efficiently. The fields include:
- Website URL: This is where I’ll collect the URLs of the prospects’ websites.
- First Name: Personalization begins with addressing prospects by their names.
- Email: This is the primary method of communication.
- Status: This column tracks the progress of each outreach effort.
- Subject: A field for the email subject line.
- Intro Text: This is the introductory message in the email.
- Generated Video: This URL field stores the link to the generated video.
- Video Snapshot: This URL field holds the screenshot from the prospect’s website.
Creating a New Scenario in Make.com
After setting up my Airtable base, I moved on to creating a new scenario in Make.com. This platform allows me to connect different apps and automate workflows. The first step is to set up a search records module for Airtable. This module retrieves records based on specific criteria.
I selected my Airtable base and specified the table to use. For this automation, I set the status to “ready to generate,” which means the records retrieved will only be those that are ready for the next step in the process.
In Make.com, I can also set up triggers. For instance, I can choose to run the automation on a schedule or set it to trigger instantly based on updates in Airtable. This flexibility allows me to customize how and when the automation runs.
Capturing Screenshots with API Flash
To capture screenshots of prospects’ websites, I use a service called API Flash. This tool provides a simple API for taking screenshots. It offers a free plan, allowing for up to one hundred screenshots per month, which is perfect for small-scale outreach.
Setting up API Flash is straightforward. After creating an account, I log into the dashboard, where I can find the parameters needed for integration with Make.com. The key step involves configuring the HTTP request in Make.com to call the API Flash endpoint.
In Make.com, I select the “HTTP” module and choose to make a request. I then copy the URL provided by API Flash and paste it into the URL field in Make.com. Additional parameters, such as the access key and response type, are added to ensure the request functions correctly. I also specify that I want the response in JSON format and set it to wait until the page loads. This ensures I get a complete screenshot of the website without any cookie banners appearing on the image.
Once everything is configured, I pass the website URL from my Airtable record into the API Flash request. This integration allows me to capture a screenshot automatically for each prospect’s website, making the process seamless and efficient.
Rendering Personalized Videos with Creatomate
After capturing the screenshots, I move on to rendering personalized videos using Creatomate. This platform is designed for video creation via API, making it ideal for my automation. Creatomate has a user-friendly interface and offers various templates tailored for different purposes, including personalized outreach videos.
To get started, I create an account on Creatomate and select the option to render a template. I then choose a template specifically designed for personalized cold outreach. This template allows me to inject the screenshot captured earlier into the video, making the outreach feel more relevant to each prospect.
In the template, I can add dynamic elements, such as the prospect’s name, which enhances the personalization further. I replace the default media in the template with the captured screenshot and my own video. This involves creating two separate videos: one for the face recording and another for the screen share. I use OBS Studio to record these videos, which is a free and effective tool for screen recording.
By integrating the screenshot and my video into the template, I ensure that each personalized video speaks directly to the prospect. After finalizing the template setup, I save it and prepare to update the Airtable record with the generated video link and thumbnail.
Randomizing Subject Lines and Intro Text
To make my outreach even more effective, I implement randomization for the subject lines and intro text in my emails. This prevents sending identical messages to every prospect, which can be off-putting. Instead, I create a separate Airtable table to store different variations of subject lines and intro text.
In this new table, I add two fields: one for intro lines and another for subject lines. Each entry in these fields includes multiple variations, separated by a pipe symbol. This allows the automation to select randomly from these options, ensuring each email feels unique.
In Make.com, I set up a module to search for records in this new table. I retrieve a random intro line and subject line for each email. Using functions like ‘split’ and ‘shuffle’, I can easily randomize the selections. This way, every prospect receives a message that feels fresh and personal.
Emailing the Video to Prospects
Once the video is generated and the subject line and intro text are randomized, I proceed to email the personalized video to the prospect. I create another scenario in Make.com, which allows me to select records that are ready to be emailed. This ensures the automation only processes records that have completed the previous steps.
Using a Gmail module, I set up the email with the recipient’s address, subject line, and body content. I include the video snapshot as an image, linking it to the full video. This encourages prospects to click through and view the personalized video directly.
In the email body, I can also add a link to a scheduling tool like Calendly, allowing prospects to book a call with me easily. This integration streamlines the outreach process and makes it simple for prospects to engage further.
After sending the email, I update the Airtable record to reflect that the prospect has been emailed. This prevents duplicate emails and keeps track of the outreach process effectively. The entire automation runs smoothly, ensuring that each step is completed without manual intervention.
Testing the Full Automation
After setting up the entire automation, it’s time to test it. I run the scenario to ensure all components work together seamlessly. The goal is to see if the automation can generate a personalized video and send it via email without any manual intervention.
During the test, I start by marking a record in Airtable as “ready to generate.” This triggers the automation. I closely monitor each step, from taking the screenshot to rendering the video and sending the email.
The first step is retrieving the record from Airtable. Once the record is fetched, the automation moves to the screenshot phase. If the screenshot is successfully captured, the next step is rendering the video with Creatomate. I watch for any errors in the process, as they can indicate issues with the integration or data.
After the video is generated, the automation updates the Airtable record to reflect the new status. Finally, I check my email to see if the personalized video was sent. The entire process should take just a few minutes if everything is functioning correctly.
Implementing Error Handling
Error handling is crucial in any automation workflow. I added a dedicated field in Airtable to log errors that may occur during the automation process. This allows for quick identification and resolution of issues without disrupting the entire workflow.
For example, if the API Flash service fails to capture a screenshot, the automation will update the Airtable record with an error message instead of stopping entirely. This way, I can review the error, adjust my approach, and try again.
To implement error handling, I use Make.com’s built-in features. I add error handlers at various points in the automation. If an error occurs, the automation will retry the failed step a set number of times before logging the error in Airtable. This ensures that transient issues, like a momentary loss of internet connection, don’t derail the entire process.
Additionally, I configure notifications to alert me if there are persistent errors. This way, I can address issues proactively rather than waiting for prospects to reach out about missing videos.
Additional Tips for Optimization
Optimizing the automation can lead to better performance and greater efficiency. Here are a few strategies I’ve found helpful:
- Batch Processing: Instead of processing one record at a time, I can configure the automation to handle multiple records simultaneously. This reduces the time taken to send out personalized videos, especially when dealing with a large number of prospects.
- Dynamic Variables: Utilizing dynamic variables in the email content and video templates can enhance personalization. For instance, including specific details about the prospect’s business can make the outreach feel more tailored.
- Regular Updates: Periodically reviewing and updating the templates, subject lines, and intro texts keeps the outreach fresh. This prevents prospects from receiving the same message repeatedly, which can reduce engagement.
- Testing Different Approaches: A/B testing different email formats, video styles, and subject lines can help identify what resonates best with my audience. I can analyze open rates and engagement metrics to refine my strategy.
By implementing these optimization strategies, I can maximize the effectiveness of my automated outreach efforts. It’s all about making the process smoother and more engaging for the prospects.
