Clay Incident Runbook

Clay Incident Runbook

Overview

Rapid response procedures for Clay-related production incidents. Clay is a hosted SaaS platform, so incidents fall into two categories: (1) Clay-side issues (platform outage, provider degradation) and (2) your-side issues (webhook misconfiguration, credit exhaustion, handler failures).

Prerequisites

• Named incident commander, service/data owners, and escalation contacts
• Access to redacted telemetry, queue state, table configuration, and runbooks
• A tested ability to pause enrichment, CRM sync, and webhook intake
• Approved communications and evidence-retention procedures

Severity Levels

Instructions

Step 1: Quick Triage (2 Minutes)

#!/bin/bash
# clay-triage.sh — rapid diagnostic for Clay incidents
set -euo pipefail

echo "=== Clay Incident Triage ==="
echo "Time: $(date -u +%Y-%m-%dT%H:%M:%SZ)"
echo ""

# 1. Check Clay platform status
echo "--- Clay Platform Status ---"
curl -s -o /dev/null -w "clay.com: HTTP %{http_code}\n" https://www.clay.com
echo ""

# 2. Test webhook delivery
echo "--- Webhook Test ---"
if [ -n "${CLAY_WEBHOOK_URL:-}" ]; then
  WEBHOOK_CODE=$(curl -s -o /dev/null -w "%{http_code}" \
    -X POST "$CLAY_WEBHOOK_URL" \
    -H "Content-Type: application/json" \
    -d '{"_triage": true, "_ts": "'$(date -u +%s)'"}')
  echo "Webhook: HTTP $WEBHOOK_CODE"
  if [ "$WEBHOOK_CODE" = "200" ]; then echo "  -> Webhook OK"; fi
  if [ "$WEBHOOK_CODE" = "404" ]; then echo "  -> ISSUE: Webhook URL invalid/expired"; fi
  if [ "$WEBHOOK_CODE" = "429" ]; then echo "  -> ISSUE: Rate limited"; fi
else
  echo "CLAY_WEBHOOK_URL not set!"
fi
echo ""

# 3. Test Enterprise API (if applicable)
echo "--- Enterprise API Test ---"
if [ -n "${CLAY_API_KEY:-}" ]; then
  API_CODE=$(curl -s -o /dev/null -w "%{http_code}" \
    -X POST "https://api.clay.com/v1/people/enrich" \
    -H "Authorization: Bearer $CLAY_API_KEY" \
    -H "Content-Type: application/json" \
    -d '{"email": "triage@test.com"}')
  echo "Enterprise API: HTTP $API_CODE"
  if [ "$API_CODE" = "401" ]; then echo "  -> ISSUE: API key invalid/expired"; fi
  if [ "$API_CODE" = "403" ]; then echo "  -> ISSUE: Not on Enterprise plan or key revoked"; fi
else
  echo "No Enterprise API key configured"
fi
echo ""

# 4. Check your callback endpoint
echo "--- Callback Endpoint ---"
CALLBACK_URL="${CLAY_CALLBACK_URL:-https://your-app.com/api/health}"
curl -s -o /dev/null -w "Callback: HTTP %{http_code}\n" "$CALLBACK_URL" || echo "Callback endpoint unreachable!"

Step 2: Decision Tree

Enrichment not running?
├── Check Clay UI: any red error cells?
│   ├── YES: Click cells, read error messages → go to Error Resolution
│   └── NO: Continue
├── Is auto-run enabled? (Table Settings > Auto-update)
│   ├── NO: Enable auto-update at table level, then column level
│   └── YES: Continue
├── Do you have credits remaining? (Settings > Plans & Billing)
│   ├── NO: Add credits or connect own provider API keys → P1
│   └── YES: Continue
├── Is the webhook accepting data? (Test with curl)
│   ├── NO: Re-create webhook (50K limit may be hit) → P1
│   └── YES: The issue is likely provider-side
└── Check individual enrichment providers in Clay Settings > Connections
    ├── Provider connection lost → Reconnect API key
    └── Provider rate limited → Wait or switch to different provider

Step 3: Common Incident Resolutions

P1: Credits Exhausted

1. Check: Settings > Plans & Billing > Credit balance
2. Immediate: Connect your own provider API keys (0 credits)
3. Short-term: Add credit pack or upgrade plan
4. Prevent: Set credit burn alerts (see clay-observability)

P1: Webhook URL Expired (50K Limit)

1. Check: Table > + Add > Webhooks — does existing webhook show "limit reached"?
2. Fix: Create new webhook on same table
3. Update: Change CLAY_WEBHOOK_URL in all deployment secrets
4. Verify: Send test payload to new webhook URL

P2: Low Enrichment Hit Rate

1. Check: Sample 10 rows — are input domains valid?
2. Check: Are providers connected? (Settings > Connections)
3. Fix: Pre-filter invalid rows, reconnect providers
4. Monitor: Track hit rate for next hour

P2: CRM Sync Failures

1. Check: HTTP API column errors (click red cells)
2. Common: CRM API key expired → regenerate and update in column config
3. Common: Field mapping changed → update column body JSON
4. Test: Run HTTP API column on single row manually

Step 4: Communication Template

## Clay Incident Notification

**Severity:** P[1/2/3]
**Time detected:** [UTC timestamp]
**Impact:** [What's not working]
**Affected:** [Teams/workflows affected]

**Current Status:** [Investigating / Mitigating / Resolved]

**Actions Taken:**
1. [Action 1]
2. [Action 2]

**Next Update:** [Time]

**Root Cause:** [If known]
**Resolution:** [Steps taken to fix]
**Prevention:** [What we'll do to prevent recurrence]

Step 5: Postmortem Template

Error Handling

Output

Produce a time-stamped incident record with severity, scope, affected tables and destinations, containment steps, safe correlation IDs, communications, recovery evidence, root-cause status, and prevention owner. Do not include live secrets, raw lead/CRM records, or personal data in status updates or postmortems.

Examples

When a webhook reaches its submission limit, pause intake, protect pending work in the queue, notify the service owner with the approved template, and test the replacement path in staging before reopening production. If CRM data is wrong, suspend the sync, reconcile only authorized records, and retain the incident open until validation proves the corrected mapping.

Resources

• Clay Community Support
• Clay University

Next Steps

For data handling and compliance, see clay-data-handling.