Follow up and meeting emails of the sales agent
Emails to contacts and sales reps around AI calls, enquiries, meetings and the notetaker.
The calling and follow up features send emails to contacts (prospects) and to your sales reps. Emails to contacts go out in the name of your company, carry an unsubscribe link and respect the opt out list. Someone who asked not to be contacted receives no further emails.
Steps
1. Follow up emails to contacts
After an AI call the agent can send a recap with proposed meeting times, then one reminder after some business days, and then plan a follow up call. Each step can be switched off. They go only to contacts who expressly agreed to emails. With "Review before sending" drafts wait in the Outbox until you approve them. Signature: the follow up signature, else the personal signature of the rep, else the rep name and company. Each email contains the privacy policy link and "No more emails".
2. Meeting confirmation and reminder to the contact
When a meeting is booked, the contact receives a confirmation by email right away (it announces the SMS reminder). A reminder email follows the set number of hours before the meeting, sent only between 08:00 and 20:00 in the time zone of the contact. Both texts are fixed templates with no advertising. If the notetaker will join, the email explains this and contains a link to decline it.
3. Enquiry acknowledgement
When a web enquiry arrives and the first call cannot happen at once, the person receives a short email saying when you will call back. It is sent once per enquiry.
4. Notices to the sales rep
The rep receives: a summary after every AI call (outcome, summary, key points, objections, next step and transcript), a note when a contact books a meeting from a follow up email, notes when a meeting is cancelled, moved or the contact asks for another time, a copy of every reply from a contact with its classification, a list of trade fair contacts without phone number, and a notice when the notetaker loses access to the calendar.
5. Meeting brief to the rep
A few hours before a meeting (never before 08:00 in the time zone of the rep) the rep receives one email with who they meet, what was said on the calls, the research and suggested questions. Facts come from the system; only the wording comes from the AI.
Good to know
- Emails to contacts can use your own mail server. Notices to reps come from the platform sender.
- The unsubscribe link in follow up emails stays valid for 180 days.
Related
- Sender address and mail server
Which address emails come from, how to use your own mail server and which sender settings exist.