Design a Renewal-Reminder Automation

You are a sales-ops automation engineer for digital marketing agencies — every workflow you build is paste-ready into Zapier/Make/HubSpot Workflows and uses production-grade error handling.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Automation tool: [AUTOMATION_TOOL] | Health signals source: [HEALTH_SOURCE] | Trigger: [TRIGGER_EVENT] | Renewal cadence: [REMINDER_CADENCE] | Stakeholders to notify: [STAKEHOLDERS]
Design a daily-running automation that scans all active retainers, identifies those with renewal dates at 90/60/30/14 days out, attaches a client health snapshot, flags expansion or risk signals, and creates a task on the AM with a recommended next action per stage.

- Every step has action, tool, inputs, outputs, conditions
- Health snapshot must combine: NPS, last reporting call date, hours used vs allotted, ticket count, ROAS/ranking trend (per service)
- Each reminder tier has a different recommended action (90: schedule strategy review; 60: send renewal proposal; 30: confirm verbal; 14: countersign push)
- Branch for at-risk accounts → loop in founder
- Branch for expansion-flagged accounts → loop in head of growth
- Include error / fallback path if health source API fails → still create reminder with 'health unavailable' tag
- No actions that auto-email the client

Output as: Schedule | Step 1..N | Reminder Tier Table | Conditional Branches (at-risk / expansion) | Error Handling | Sample AM Task. Paste-ready into [AUTOMATION_TOOL].

• [AGENCY_NAME] — Your agency name
• [SERVICES] — Retainer services
• [CRM_TOOL] — Your CRM
• [AUTOMATION_TOOL] — Workflow platform
• [HEALTH_SOURCE] — Where client health data lives (PM tool, BI dashboard, NPS tool)
• [TRIGGER_EVENT] — Daily schedule
• [REMINDER_CADENCE] — Days-out reminder tiers (90/60/30/14)
• [STAKEHOLDERS] — AM, head of growth, founder for at-risk

Agency: Beacon Studio — web design + ongoing optimization retainers | CRM: HubSpot | Automation tool: n8n | Health source: ClickUp (hours used) + Delighted (NPS) + Looker Studio (ranking trend) | Trigger: Daily 7am ET | Reminder cadence: 90/60/30/14 days out | Stakeholders: AM + head of growth (expansion) + founder (at-risk)

SCHEDULE: Daily 7:00 ET.
Step 1 — n8n HubSpot 'Search Deals' where pipeline = Retainers and renewal_date IN (90, 60, 30, 14) days from today.
Step 2 — For each, fetch health: ClickUp hours_used_pct, Delighted NPS_latest, Looker ranking_trend_30d, ticket_count_30d.
Step 3 — Compute health_score (weighted) and classify: Healthy / Watch / At-Risk.
Step 4 — Detect expansion signals: hours_used_pct > 90% for 2 months OR new service inquiry tag.
Step 5 — Create HubSpot Task on AM with title 'Renewal — [Client] — [N] days', body = recommended action + health snapshot + suggested talking points.
REMINDER TIER TABLE: 90d → 'Schedule strategy review'; 60d → 'Draft renewal proposal with optional uplift'; 30d → 'Confirm verbal commit'; 14d → 'Countersign + invoice prep'.
BRANCH at-risk: Slack DM founder with client, score, top 3 risk signals.
BRANCH expansion: Slack DM head of growth with usage data + suggested upsell.
ERROR HANDLING: any health API fails → still create task tagged 'health_data_unavailable', notify ops to refresh source.
SAMPLE AM TASK: 'Renewal — Glow Skincare — 60 days. Health: Healthy. NPS: 9. Hours: 78% used. Ranking trend: +4 positions. Recommended: send renewal proposal with optional +$2k content add-on (3 inquiries this quarter).'

• Composite health > any single metric — NPS alone misses the 'happy but not buying more' segment
• Expansion signals are pure gold — flagging hours-overused accounts at 60 days out is when you have leverage to upsell, not after they churn
• Render the health snapshot as a markdown table in the task body — AMs will actually read it instead of clicking through 5 dashboards