Fill the room in the two weeks before

What you get

In the two weeks before an event, Claude tells you where the collab stands against its RSVP target, who is worth inviting and why, and who on your team or which partner should ask them. You decide. Claude saves the people you keep as a List, sends a Luma invite only after you confirm it, and records the invites you sent yourself so the funnel counts them.

Before you start

The collab exists in heyBTW with an event date. See Record who registered and who came.
The collab has an RSVP target, or you are ready to give one.
For a Luma send: Luma is connected in heyBTW with a Luma Plus key. See Connect.

Where people come from

Start with the people closest to the room, and widen only as far as the gap requires.

Source	What it gives	heyBTW tool
Your own past events	People who attended, who on your team knows them, and their invite history	get_invite_recommendations
Partner overlaps	Accounts a partner shares with your targets	get_partner_overlaps
Your CRM, if it is connected in Claude	Contacts that match the room, and customers or open deals to include or leave out	import_people
A prospecting tool or a LinkedIn connections export you have	People who match the room’s `search_brief`	import_people
Your event platform’s followers or calendar	A broad send, sized to what is left	activate_list (a Luma send, or recorded as external)

When you bring people in, include their own city (location) and the teammate who knows them (known_by), so the invite can come from that person. location_scope: "local" on get_invite_recommendations keeps accounts with someone near the event city. Read the facts as facts:

Invited several times, never registered. A reason to stop spending invites on them.
Known by a teammate. The strongest invite is a personal one from that teammate.
Attended before in this city. Likely to come again.

Steps

Start the sprint

Say: “Run the invite sprint for the SF Tech Week Open House.”Claude runs the invite_sprint prompt. It applies only when goal.clock.event_window is sprint (14 to 8 days out) or event_week (the last 7 days and the event day). Outside those windows Claude says the window and stops. Without an event name it lists your upcoming collabs and asks which one.

Read the pace against the RSVP goal

Claude calls get_event_details and reads goal as served: goal.targets.rsvp, goal.actuals.rsvp, goal.gap.rsvp, goal.clock.days_to_event and goal.pace.rsvp.pace_status with its reason. It never computes a gap, a rate or a day count itself. This sample is trimmed from a real response today:

{
  "clock": { "days_to_event": 6, "event_window": "event_week", "event_tense": "upcoming" },
  "targets": { "rsvp": 150 },
  "actuals": { "rsvp": 61 },
  "gap": { "rsvp": 89 },
  "pace": {
    "rsvp": {
      "pace_status": {
        "value": "at_risk",
        "reason": "Projected 61 RSVPs by the event day, below 112.5 (75% of the target 150)."
      }
    }
  }
}

No target? Claude asks you for a number, sets only the number you state with update_collab, and reads the goal again.

Say who the room is for

Say: “This room is for revenue and marketing leaders at mid-market B2B companies, director and above, near San Francisco. No current customers.”Claude previews save_target_spec at scope: "collab", shows you what it resolved, and saves only on your confirm. The spec is membership criteria. heyBTW grades no one from it and runs no search. Its search_brief is text you can take to your own tools.

The target spec is evolving. This step will be revised.

Read who owes what, then the candidates

Claude calls get_abm_plan for each owner’s accounts and whitespace, and get_due_tasks so it never proposes an ask that is already a task. Then it calls get_invite_recommendations. Rows are accounts with their reasons, each with a code and a basis. People carry known_by, invite_history and event_history. Someone invited several times who never came is a reason to stop spending on them.

Check a list you pulled elsewhere

If you use a prospecting tool or a CRM in Claude, you can bring its list here. Say: “Before I invite these 200 people, what does heyBTW already know about them?”Claude calls check_people with up to 500 {email} entries. Each row comes back with identity, event_history, invite_history and known_by, and carry names the CRM check to run in your own connector. Facts only, never a verdict.

Bring in people heyBTW does not hold yet

Say: “Import these contacts from our CRM so I can put them on a list.”Claude calls import_people with action: "preview", shows row_outcomes, then confirms with the import_token. Pass known_by when you say who on the team knows someone. The response’s member_emails goes to save_list unchanged. Imported people are not sign-ups.

Propose the asks, then save the list

Claude proposes, in order: personal invites routed to the teammate in known_by, partner seat asks, people to dig out of your CRM, and last, a Luma blast for only what is left. You accept each ask. A teammate’s or partner’s ask becomes one save_task per ask.Say: “Save the people I kept as SF Open House, personal invites.” Claude calls save_list with name, member_emails and a fresh client_request_id. People the workspace holds no record of come back in rejected_refs. save_list never sends.

Door 1: send a Luma invite

Say: “Send that list to the Luma event.”Claude calls activate_list action: "events" and asks you which Luma event, even when only one is listed. It calls action: "preview" with that target_event_id and reads you eligible_count, excluded_by_reason, provenance_composition, invite_log and every note word for word. Only after your explicit go does it call action: "confirm" with a fresh client_request_id. Sends above 2,500 also need typed_count.

Door 2: record invites you sent yourself

Say: “I emailed everyone on that list yesterday at 9am. Record it.”Claude calls activate_list with destination_type: "external", the list_id, target_channel_id (the collab), and optionally invited_channel (personal_email, sequence, linkedin, partner or other) and invited_at. It previews, shows you the counts, and confirms only after you say you sent them. Nothing is sent.For a handful of one-off invites, Claude records each with record_observation as an invited fact with at, channel and source. Never from a draft, and never for an invite activate_list sent.

Watch the pace

Say: “Where are we against the goal now?” Claude reads goal again from get_event_details. For a list’s results, activate_list action: "funnel" returns one entry per activation, each naming its own event. Claude reports them separately.

When people answer

Yes. Put them on the roster without sending them to a landing page: say “Maya and Sam said yes, add them to the dinner” and Claude records them with record_signups. See Record who came.
Yes, but I can’t make it. A warm lead, not a loss. Claude records them as declined, adds a record_observation note on what they said, and, if you agree, a save_task to book a meeting.
No reply. Leave them. The funnel counts them as no response.

Invites that work for executives lead with an offer, not an ask: a dinner around who they are, a peer roundtable, a founder coffee. Name who the room is for, say who else is coming when you can, and make one ask.

Pair it with your tools

heyBTW tells you who you already know and keeps the count. Your own tools find new people and send the invites.

Job	Tools you might use	What to ask Claude
Find new people who fit the room	Apollo, Clay, ZoomInfo, or a LinkedIn Sales Navigator export	”Take the room’s search brief to Apollo, find 50 VPs of Marketing near SF, and bring them into heyBTW with their city.”
Check customers and open deals before inviting	HubSpot, Salesforce or Attio	”Which of these are customers or have open deals in HubSpot, and who owns them? Leave customers out.”
Fill missing emails or titles	Your enrichment tool, or heyBTW enrichment in the dashboard	”Find work emails for the 12 people without one.”
Send personal invites	Gmail or Outlook	”Draft a personal invite from Sam to each person she knows, then record the invites in heyBTW once sent.”
Send a sequence	Apollo, Outreach, Salesloft or HubSpot sequences	”Add this list to our dinner sequence, then record it in heyBTW as a sequence invite.”
Ask partners for seats	Slack or email	”Message Brightpath in Slack asking for 10 seats from their accounts, and log it as a task.”
A broad send for what is left	Luma (sent through heyBTW), or your event platform	”Send the remaining list to the Luma event.”

What heyBTW will and won’t do

It reads first, proposes in the conversation, and writes only what you accept, one call per ask.
It sends nothing except a Luma invite you confirm. Personal invites go out through your own mail, sequence or chat connector.
It ranks no one. Order in get_invite_recommendations is stated in metadata.ordering and is nothing more.
A mass send is recorded as a count, not per person: invite_log defaults to count above 2,500 recipients.

Get started

How heyBTW MCP works

Playbooks

Tools: orientation

Tools: events and rosters

Tools: people and invites

Tools: after the event

Tools: accounts and partners

Tools: pipeline

Fill the room in the two weeks before

What you get

Before you start

Where people come from

Steps

When people answer

Pair it with your tools

What heyBTW will and won’t do

​What you get

​Before you start

​Where people come from

​Steps

​When people answer

​Pair it with your tools

​What heyBTW will and won’t do

​Related

What you get

Before you start

Where people come from

Steps

When people answer

Pair it with your tools

What heyBTW will and won’t do

Related