Follow-Up Emails
Follow-Up Emails
Section titled “Follow-Up Emails”Automatically send a personalized recap email to your guests after each meeting. Follow-up emails include a summary of the conversation, action items, and links you choose.
What’s Included
Section titled “What’s Included”Every follow-up email contains:
- Personalized greeting using the guest’s first name
- Meeting summary — an AI-generated overview of what was discussed
- Action items — tasks and next steps extracted from the conversation
- Custom links — up to 5 links you configure (product pages, pricing, resources)
- Your personal meeting link — so guests can easily chat with you again
- Your sign-off — a custom closing message or AI-generated default
The email adapts based on the conversation:
- Full conversation — includes detailed summary and action items
- Short conversation — acknowledges the brief chat and invites them back
- No connection — friendly note encouraging them to try again
Enabling Follow-Up Emails
Section titled “Enabling Follow-Up Emails”- Go to your Personal Link settings
- Find the Follow-Up Email section
- Toggle follow-up emails on
Requirement: The email field in your pre-meeting questions must be enabled and set to required. If email isn’t required, the toggle will be disabled with a note explaining why.
Customization Options
Section titled “Customization Options”Sender Identity
Section titled “Sender Identity”Follow-up emails are sent from your AI avatar’s name (the identity your guest interacted with). Guests can reply directly to your actual email address.
CC Yourself
Section titled “CC Yourself”Enable CC Host to receive a copy of every follow-up email sent to your guests.
Email Guidelines
Section titled “Email Guidelines”Add optional guidance for the AI when writing the email. For example: “Keep it casual and brief” or “Always mention our free trial.”
Sign-Off
Section titled “Sign-Off”Set a custom closing message. If left blank, the AI generates an appropriate sign-off based on the conversation.
Custom Links
Section titled “Custom Links”Add up to 5 labeled links that appear in every follow-up email:
- Enter a label (e.g., “View Pricing”)
- Enter the URL
- Links appear as buttons in the email
Unsubscribe
Section titled “Unsubscribe”Every follow-up email includes an unsubscribe link in the footer. When a guest unsubscribes:
- They stop receiving follow-up emails from your personal link only
- Other hosts’ emails are not affected
- The unsubscribe is immediate
Viewing Email Status
Section titled “Viewing Email Status”After a meeting ends, check the follow-up email status on the Meeting Detail page:
- Sent (with timestamp) — email was delivered successfully
- Pending — email is being prepared and will send shortly
- No guest email — the guest didn’t provide an email address
Questions? Contact hello@buzztrail.ai for assistance.