3 min read

Automating Contact Management Across 5 Systems with Agentic AI

A prominent marketing automation firm, serving thousands of campaigns monthly across real estate, healthcare, and education, was facing major operational friction due to fragmented contact update processes. These changes were initiated via email and had to be executed manually across several systems including Odoo, TAPClicks, TCC, and Gmail.

To tackle this, the company partnered with Beam AI to deploy a purpose-built agentic solution that could read, classify, and execute contact updates across all platforms with zero human involvement.

The Challenge

Managing contact updates across different departments and systems was:

Time-Consuming: Even a single request involved 10–15 steps across tools like Gmail, Odoo, and TAPClicks.
Error-Prone: Manual entry led to frequent inconsistencies in contact details across systems.
Hard to Scale: With 50–100 such updates per week, the manual workflows were unsustainable.

The Beam AI Solution: Contact Agent Processor (CAP)

Beam deployed an intelligent agent called Contact Agent Processor (CAP), a fully autonomous AI agent designed to orchestrate contact updates from email to execution across five platforms.

CAP Workflow Highlights

Step	System	Action
1.	Gmail	Triggered on new mail sent to `updates@clientdomain.com`. Parses intent and extracts update type, company, and contact fields.
2.	GPT Tool	Classifies update as add, remove, or modify. Extracts: name, role, job title, email, phone.
3.	Odoo	Submits a new contact update project, fills structured project/task forms, assigns team member, and updates customer contact records.
4.	TAPClicks	Updates recipient list in active weekly/monthly report schedules.
5.	TCC	Modifies lead summary & notification emails in Company Settings and Spotlight Live Chat.
6.	Gmail	Sends confirmation reply to requestor after all updates succeed.

⚙️ Built using Beam’s AgentOS stack with support for triggers, tools, integrations, and graph logic control.

Supporting Agent Infrastructure

Each arrow represents an automated decision, transformation, or integration managed by the CAP agent.

System Integration Overview

System	Modules Touched	Actions Performed
Odoo	Projects, Tasks, Customer	Creates update tasks, adds/edits/deletes contacts
TAPClicks	Report Scheduler	Edits recipients for active client reports
TCC	Company Settings	Adds/removes/updates email fields for lead summaries & notifications
Gmail (via Gmelius)	Inbox, Labels	Auto-labeling, replying, and task creation
AgentOS	Tools, Graph, Memory	Controls stepwise execution and memory of previous updates

Performance Metrics

KPI	Before Beam	After Beam
Contact Update Time	25–30 mins	<2 mins
Email Response Time	6+ hours	<30 secs
Update Consistency Rate	~78%	99.5%
Manual Involvement	100%	<5%
Weekly Update Capacity	40–60 requests	250+ handled autonomously

Example Agent Outputs

Input	Output
Email: "Please add Jane Doe as marketing contact for ACME Group."	Added Jane Doe to Odoo, TAPClicks, TCC with email & role; confirmation sent.
Email: "Remove Sam Green from weekly reports."	Removed Sam Green from TAPClicks & TCC notification panels.

Results & Impact

85–90% of all contact workflows now fully automated
<2-minute end-to-end task resolution
Reduced SLA violations due to missed updates
Zero touch escalation for complex updates (rare)

Looking Ahead

The client plans to extend Beam AI’s agentic framework to:

Automate lead routing based on job title and department
Monitor contact bounce rates and trigger auto-removal
Generate analytics reports on contact update patterns

Conclusion

This case study illustrates how Beam AI’s Contact Agent Processor (CAP) agent drastically improved internal workflows at a fast-moving martech firm. By automating multi-system updates based on natural-language emails, Beam eliminated operational delays and reduced cognitive load for the customer success team.

The result: a scalable, zero-friction contact management layer that runs quietly in the background, empowering human teams to focus on what matters.

To tackle this, the company partnered with Beam AI to deploy a purpose-built agentic solution that could read, classify, and execute contact updates across all platforms with zero human involvement.

The Challenge

Managing contact updates across different departments and systems was:

Time-Consuming: Even a single request involved 10–15 steps across tools like Gmail, Odoo, and TAPClicks.
Error-Prone: Manual entry led to frequent inconsistencies in contact details across systems.
Hard to Scale: With 50–100 such updates per week, the manual workflows were unsustainable.

The Beam AI Solution: Contact Agent Processor (CAP)

Beam deployed an intelligent agent called Contact Agent Processor (CAP), a fully autonomous AI agent designed to orchestrate contact updates from email to execution across five platforms.

CAP Workflow Highlights

Step	System	Action
1.	Gmail	Triggered on new mail sent to `updates@clientdomain.com`. Parses intent and extracts update type, company, and contact fields.
2.	GPT Tool	Classifies update as add, remove, or modify. Extracts: name, role, job title, email, phone.
3.	Odoo	Submits a new contact update project, fills structured project/task forms, assigns team member, and updates customer contact records.
4.	TAPClicks	Updates recipient list in active weekly/monthly report schedules.
5.	TCC	Modifies lead summary & notification emails in Company Settings and Spotlight Live Chat.
6.	Gmail	Sends confirmation reply to requestor after all updates succeed.

⚙️ Built using Beam’s AgentOS stack with support for triggers, tools, integrations, and graph logic control.

Supporting Agent Infrastructure

Each arrow represents an automated decision, transformation, or integration managed by the CAP agent.

System Integration Overview

System	Modules Touched	Actions Performed
Odoo	Projects, Tasks, Customer	Creates update tasks, adds/edits/deletes contacts
TAPClicks	Report Scheduler	Edits recipients for active client reports
TCC	Company Settings	Adds/removes/updates email fields for lead summaries & notifications
Gmail (via Gmelius)	Inbox, Labels	Auto-labeling, replying, and task creation
AgentOS	Tools, Graph, Memory	Controls stepwise execution and memory of previous updates

Performance Metrics

KPI	Before Beam	After Beam
Contact Update Time	25–30 mins	<2 mins
Email Response Time	6+ hours	<30 secs
Update Consistency Rate	~78%	99.5%
Manual Involvement	100%	<5%
Weekly Update Capacity	40–60 requests	250+ handled autonomously

Example Agent Outputs

Input	Output
Email: "Please add Jane Doe as marketing contact for ACME Group."	Added Jane Doe to Odoo, TAPClicks, TCC with email & role; confirmation sent.
Email: "Remove Sam Green from weekly reports."	Removed Sam Green from TAPClicks & TCC notification panels.

Results & Impact

85–90% of all contact workflows now fully automated
<2-minute end-to-end task resolution
Reduced SLA violations due to missed updates
Zero touch escalation for complex updates (rare)

Looking Ahead

The client plans to extend Beam AI’s agentic framework to:

Automate lead routing based on job title and department
Monitor contact bounce rates and trigger auto-removal
Generate analytics reports on contact update patterns

Conclusion

The result: a scalable, zero-friction contact management layer that runs quietly in the background, empowering human teams to focus on what matters.

To tackle this, the company partnered with Beam AI to deploy a purpose-built agentic solution that could read, classify, and execute contact updates across all platforms with zero human involvement.

The Challenge

Managing contact updates across different departments and systems was:

Time-Consuming: Even a single request involved 10–15 steps across tools like Gmail, Odoo, and TAPClicks.
Error-Prone: Manual entry led to frequent inconsistencies in contact details across systems.
Hard to Scale: With 50–100 such updates per week, the manual workflows were unsustainable.

The Beam AI Solution: Contact Agent Processor (CAP)

Beam deployed an intelligent agent called Contact Agent Processor (CAP), a fully autonomous AI agent designed to orchestrate contact updates from email to execution across five platforms.

CAP Workflow Highlights

Step	System	Action
1.	Gmail	Triggered on new mail sent to `updates@clientdomain.com`. Parses intent and extracts update type, company, and contact fields.
2.	GPT Tool	Classifies update as add, remove, or modify. Extracts: name, role, job title, email, phone.
3.	Odoo	Submits a new contact update project, fills structured project/task forms, assigns team member, and updates customer contact records.
4.	TAPClicks	Updates recipient list in active weekly/monthly report schedules.
5.	TCC	Modifies lead summary & notification emails in Company Settings and Spotlight Live Chat.
6.	Gmail	Sends confirmation reply to requestor after all updates succeed.

⚙️ Built using Beam’s AgentOS stack with support for triggers, tools, integrations, and graph logic control.

Supporting Agent Infrastructure

Each arrow represents an automated decision, transformation, or integration managed by the CAP agent.

System Integration Overview

System	Modules Touched	Actions Performed
Odoo	Projects, Tasks, Customer	Creates update tasks, adds/edits/deletes contacts
TAPClicks	Report Scheduler	Edits recipients for active client reports
TCC	Company Settings	Adds/removes/updates email fields for lead summaries & notifications
Gmail (via Gmelius)	Inbox, Labels	Auto-labeling, replying, and task creation
AgentOS	Tools, Graph, Memory	Controls stepwise execution and memory of previous updates

Performance Metrics

KPI	Before Beam	After Beam
Contact Update Time	25–30 mins	<2 mins
Email Response Time	6+ hours	<30 secs
Update Consistency Rate	~78%	99.5%
Manual Involvement	100%	<5%
Weekly Update Capacity	40–60 requests	250+ handled autonomously

Example Agent Outputs

Input	Output
Email: "Please add Jane Doe as marketing contact for ACME Group."	Added Jane Doe to Odoo, TAPClicks, TCC with email & role; confirmation sent.
Email: "Remove Sam Green from weekly reports."	Removed Sam Green from TAPClicks & TCC notification panels.

Results & Impact

85–90% of all contact workflows now fully automated
<2-minute end-to-end task resolution
Reduced SLA violations due to missed updates
Zero touch escalation for complex updates (rare)

Looking Ahead

The client plans to extend Beam AI’s agentic framework to:

Automate lead routing based on job title and department
Monitor contact bounce rates and trigger auto-removal
Generate analytics reports on contact update patterns

Conclusion

The result: a scalable, zero-friction contact management layer that runs quietly in the background, empowering human teams to focus on what matters.