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
Who the Email Comes From
Section titled “Who the Email Comes From”Follow-up emails are sent from your agent, using the name your guest spoke with. If your guest met “Sarah”, the email comes from Sarah and is signed by Sarah — the same name, throughout.
How Your Company Is Named
Section titled “How Your Company Is Named”Where the email refers to your team, it uses the Company Name from your branding settings — for example, “I’ll have the Digital Brew team send that over.”
If no usable company name is set, the email says “our team” instead. That is deliberate: a generic phrase reads better to a prospect than a wrong one, so we would rather say “our team” than name something that isn’t your company.
You will see “our team” if your Company Name is blank, or if it holds something that isn’t a company name — a website address like example.com, or a page title like “Example: Software for Small Businesses”. Auto-detection sometimes picks those up. To fix it, set your Company Name by hand in branding settings; it is used exactly as you type it.
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
Daily ranked-leads digest
Section titled “Daily ranked-leads digest”The follow-up emails above go to your guests. There’s also a follow-up that comes to you: a daily ranked-leads digest that lands in your inbox each morning with the previous day’s leads, ranked by priority (P1 first), each linking straight to its conversation. It’s the fastest way to start the day knowing exactly who to call back.
- On by default. Any workspace with conversation activity gets the digest automatically — there’s nothing to switch on.
- Only sent when there’s something to send. On a day with no conversations, no digest goes out — you won’t get an empty email.
- Goes to the host. In this first version the digest is sent to the workspace host only.
- Has an unsubscribe link, like every automated email.
Each entry summarizes a lead — the meeting, contact and company, its priority tier, its segment (who the guest is — e.g. Senior buyer or Evaluator), and its qualification score — drawn from the same structured outcomes you see under Leads. The segment line only appears for leads that resolved one; older leads without a segment read exactly as they did before.
Turning it off
Section titled “Turning it off”Prefer not to receive it? Go to Configuration → Integrations → Email and switch Daily Leads Digest off. (It sits right below the meeting-summary Email Notifications toggle.) See Integrations.
Last reviewed: 2026-07-20. Questions? Contact hello@buzztrail.ai for assistance.