See which client accounts have not heard from you in months

Build me an account coverage board that tells me which of my clients have not heard from anyone in months. The spine of the board is my book of business rather than my inbox: every row is a client account I own in the CRM, including accounts with no recent email at all, which are the most important rows on the board. This is not a reply queue and not an inbox backlog tool. The question it answers is relationship coverage across a book of business, so an account with zero email threads must appear and must rank at the top rather than being filtered out.

Loading the board. Use HubSpot Search Companies to load the companies where I am the record owner, pulling name, website domain, annual revenue, industry, and owner. Resolve my owner id first with HubSpot List Owners, matched on my email address. Use HubSpot Search Deals to load my open deals and associate them to those companies so each row shows open deal count, stage, and total value. Use HubSpot Search Contacts to load the people associated with each company, with name, job title, and email address, so I can see who I actually know there.

Last contact detection. For each account, use Aurinko List Email Messages to search the connected mailbox for the most recent message exchanged with anyone at that account's email domain, newest first. Each row shows days since last contact, the date, the subject line, whether the last message was inbound or outbound, and who on my side spoke last. A message from any person at the client domain counts as contact with that account, so a reply from a colleague of my main contact must not read as silence. Accounts with no matching message show as no contact on record and sort above every other row.

Exclusion rules. When working out last human contact, automated senders must be excluded. Ignore no-reply and do-not-reply addresses, mailer-daemon and bounce notices, newsletters and bulk marketing mail, system-generated calendar and ticket notifications, and anything that is clearly a broadcast rather than a person writing to a person. Keep the ignore list editable in settings so I can add a sender at a specific client once I realize it is a robot. A row must never look healthy because a client's billing system sent an automated receipt.

Next meeting. Use Aurinko List Events In Range over a configurable lookahead window, defaulting to the next 90 days, and match events whose attendee addresses sit at the account's domain. Show the next scheduled meeting date and title on the row. A blank next meeting combined with a long silence is the worst row on the board and should read that way visually.

Sorting and filters. Default sort is longest silence first. Silence thresholds at 30, 60, and 90 days are configurable and drive the row status treatment. Give me filters for accounts with an open deal, accounts above a revenue figure, and the ones where they replied last and we never answered, which is a different and more embarrassing problem than us chasing them. Also let me filter by threshold band and search by company name or domain.

Actions from any row. Draft a check-in email with Aurinko Create Draft, shown to me inside the app so I read and edit the wording before anything sends, then Aurinko Update Draft to save my edits and Aurinko Send Draft once I approve it. Log the outreach back to the CRM with HubSpot Create Note associated to the company and the contact so the record stays honest. Set a follow-up with HubSpot Create Task, with subject, due date, and priority, associated to the company. Book a catch-up call with Aurinko Create Calendar Event inviting the contact at the client domain.

Per-user behavior and persistence. The board filters by CRM record owner so each account manager sees only their own accounts. Save my thresholds, default filters, revenue floor, lookahead window, and ignored sender patterns per user. Store the computed last-contact snapshot per account so the board loads fast, with a visible refresh action to re-check a single account or the whole board, and record which accounts I have already drafted, logged, tasked, or scheduled from the board this week so I can see what I have worked and avoid chasing the same client twice.

One honesty note to build in. The mailbox connection is scoped to a single mailbox, so present this as one account manager's own coverage view, or the view for a shared team mailbox, rather than a rolled-up picture of an entire team's activity.