Follow-Up Emails

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

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

1. Go to your Personal Link settings
2. Find the Follow-Up Email section
3. 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

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

Enable CC Host to receive a copy of every follow-up email sent to your guests.

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

Set a custom closing message. If left blank, the AI generates an appropriate sign-off based on the conversation.

Custom Links

Add up to 5 labeled links that appear in every follow-up email:

1. Enter a label (e.g., “View Pricing”)
2. Enter the URL
3. Links appear as buttons in the email

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

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

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

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.

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Last reviewed: 2026-07-20. Questions? Contact hello@buzztrail.ai for assistance.