Agentic Ai Lead Generation system using Whatsapp

Cledor, a leading provider of high-quality onsite staff (concierge, security, cleaning, etc.), built its reputation on delivering an exceptional, 5-star service, going above and beyond client expectations. However, the market has recently been challenged by larger corporations undercutting prices and absorbing costs.

To counter part of this challenge, I led a cross-functional engagement — partnering with Pro AI on back-end development and Blackbelt Mindset Coaching on behavioural strategy — to develop a strategic approach to drastically scale Cledor's lead generation and market presence, without diluting the personal, compliant, and high-touch experience that is its core differentiator.

My 3-month engagement, in collaboration with the back-end team at Pro AI, began with a deep discovery phase. I conducted a comprehensive content audit, stakeholder interviews, and workshops with the Managing Director to map the current 'as-is' lead acquisition journey and identify key pain points and moments of truth.

I then orchestrated the design of the 'to-be' user experience for an Agentic AI outreach system via WhatsApp. The MVE focused on:

• Content Strategy: Creating tailored, compliant message templates for the WhatsApp API, optimised for conversation initiation and leveraging Cledor's unique differentiator (the free staff shadowing/training programme).

• Compliance by Design: Embedding UK GDPR and data minimisation principles into every design flow, including transparent opt-in/opt-out mechanisms, secure data storage design (MFA/RBAC for internal users), and defining a clear lawful basis for data processing.

• AI Safeguards: Designing system controls to prevent prompt injection and implementing output guarding mechanisms to ensure responsible, compliant, and consistently on-brand AI communication.

The engagement followed a rigorous, iterative process spanning three months.

1. Discovery & Stakeholder Research — Conducted workshops with Cledor’s Managing Director to map the existing lead acquisition journey, surface pain points, and define success metrics. A full content audit established what the AI would need to know and communicate.

2. As-Is Journey Mapping — Synthesised research into a detailed service blueprint, identifying critical moments of drop-off and manual bottlenecks in the outreach and qualification process.

3. To-Be Experience Design — Designed the target-state agentic conversation flow, mapping every decision node, fallback path, and escalation trigger. Defined three core CTA templates within WhatsApp’s approval framework and specified response calibration rules for depth and tone.

4. AI Logic Sheet & Compliance Architecture — Produced the governing AI Logic Sheet defining intent recognition, routing logic, and output guarding. Embedded UK GDPR compliance by design: opt-in/out mechanisms, MFA/RBAC access controls, and a documented lawful basis for data processing.

5. Cross-Functional Build & Integration — Collaborated with Pro AI’s engineers to ensure designs were realisable within WhatsApp Business API constraints, facilitating design–engineering syncs to resolve trade-offs without compromising user experience.

6. MVE Launch & Iteration — Launched the minimum viable experience targeting the two primary revenue services. Monitored performance signals and iterated on message templates and CTA logic based on real conversation data.

The Agentic AI Software Solution

The core solution was the launch of an AI Lead Generation Platform seamlessly integrated with Cledor's WhatsApp Business account. This agentic system was strategically designed to focus on Cledor's two main revenue generators: 24/7 Concierge and 24/7 Security services.

I directed intensive user research to fine-tune the AI's knowledge base for these two offerings, ensuring the system had the deepest, most accurate information to address detailed prospect queries. Whilst documentation for additional services was provided, the AI's primary expertise was concentrated here for maximum impact during the MVE.

A critical design output was the AI Logic Sheet, which dictated the AI's conversational flow. This sheet defined how the system would recognise key phrases, select between short, direct answers or longer, detailed responses, and present one of three main CTAs (as supported by WhatsApp templates).

I also led the design of the rich-media promotional messages used for outreach, including the image thumbnail, embedded link, and selectable button or quick-reply responses for the end-user. This approach ensured conversations were productive, compliant, and always drove towards conversion.

Key Features

Agentic WhatsApp Outreach: An AI-powered system that initiates, qualifies, and nurtures B2B leads at scale via WhatsApp Business — preserving Cledor's high-touch tone without manual overhead.

AI Logic Sheet: A bespoke conversation architecture defining intent recognition, response calibration, and CTA selection — the core governance layer ensuring the AI behaved predictably and on-brand at every touchpoint.

Compliance by Design: UK GDPR-aligned opt-in/opt-out flows, MFA/RBAC access controls for internal users, and a clearly defined lawful basis for data processing embedded across every interaction.

AI Safeguards: Prompt injection controls and output guarding mechanisms to ensure all AI-generated communication remained responsible, accurate, and consistently on-brand.

Rich-Media Outreach Templates: Designed promotional messages combining image thumbnails, embedded links, and quick-reply buttons — structured to maximise engagement within WhatsApp's template approval framework.

Knowledge Base Optimisation: Focused AI training on Cledor's two primary revenue services (24/7 Concierge and 24/7 Security), ensuring depth of response where commercial impact was highest during the MVE.