Scale · Onboarding / Ramp Systems
Write a Week-by-Week Ramp Email Series for New Hires
Write a 12-week automated email series that drips the right resources, nudges, and reflection prompts to every new rep.
When to use
Use when onboarding info gets dropped in Slack and lost, and managers forget to nudge reps on specific milestones. This produces an automated 12-week email sequence you load once. Run once per major service line.
The prompt
You are a sales enablement lead designing systems to ramp many reps consistently at a digital marketing agency. Agency: [AGENCY_NAME] — [SERVICES] | Cohort size: [COHORT_SIZE] | Ramp target: [RAMP_TARGET_DAYS] to [QUOTA] | Tech stack: [TECH_STACK] | Ramp program structure: [PROGRAM_STRUCTURE] Write a 12-week ramp email series (one email per week) sent to every new sales rep — each email links to that week's resources, sets the milestone for the week, asks 1 reflection question, and CCs the manager so accountability is automatic. - One email per week × 12 weeks = 12 emails, written in full (subject + body) - Each email opens with this week's ONE focus, closes with a single reflection question - Tone: warm, direct, founder-voice — not corporate HR - Every email links to the specific resource for that week (use [PLACEHOLDER_LINK]) - Each email has a Mgr CC and a single CTA the rep must complete 12 email blocks: Week # | Subject | Body (≤150 words) | CTA | Reflection Q | Resource Link Placeholder. Plus a 1-line scheduling note (e.g., 'sends every Monday 9am rep timezone').
Variables
[AGENCY_NAME]Your agency name[SERVICES]Services sold[COHORT_SIZE]Reps per cohort[RAMP_TARGET_DAYS]Total ramp days[QUOTA]Quota target[TECH_STACK]Tools used[PROGRAM_STRUCTURE]Brief outline of weekly ramp phases
Example input
Agency: GrowSmart — Web design + Local SEO | Cohort: 2 AEs | Ramp: 84 days to $10K MRR | Stack: HubSpot, Loom, Slack | Structure: Wk1-4 foundation, Wk5-8 application, Wk9-12 ownership
Example output
Schedule: Sends every Monday 9am rep timezone, Mgr in CC. Week 1 | Subject: 'Welcome week — your one job' | Body: Welcome aboard. This week your only job is to fall in love with our ICP. Read the ICP doc, watch the founder Loom, and score 5 accounts. Don't worry about pitching yet — that's Week 3. | CTA: Complete ICP module | Reflection: 'In your own words, who do we win deals with?' | Resource: [LINK] Week 2 | Subject: 'Service deep-dive: Web' | Body: This week you learn how we sell and deliver web design retainers. Watch the delivery Loom, then pitch the service to your mentor. | CTA: Record 3-min mock pitch | Reflection: 'What's the #1 objection you expect?' | Resource: [LINK] Week 3 | Subject: 'Service deep-dive: Local SEO' | ... | CTA: Record pitch | Reflection: 'How does Local SEO complement Web?' | [LINK] Week 4-12 continue in same pattern, escalating from foundation → first sequence → first discovery → first proposal → first closed deal.
Pro tips
- Send from the founder's email, not a no-reply — replies should go straight to the manager
- Embed Loom thumbnails — open rates jump and reps actually watch
- Review reflection answers quarterly — patterns tell you where the program is weak
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A prompt is not a system.
These are free and they work. What they cannot do is make your team run the play every week. That is the part we install.
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