Help Center

Appointment Follow-up Emails

LeadCenter allows you to automate follow-up emails to clients after a meeting. You can set conditions to determine who receives the follow-up email and control when it will be sent—whether minutes, hours, or days after the meeting. You can create multiple follow-up emails for each calendar.

Tip: The follow-up email will be sent to the contact and all recipients in the CC field of the meeting request. Follow-up emails apply only to appointments with contacts—not to internal meetings or time blocks.

Follow-Up Email Conditions

The conditions that you can set to control the follow-up emails are:

• Appointment category: Example: 1st visit not a client, or policy review. Appointment categories are assigned when creating or updating a meeting. You can change the appointment category after the meeting but before the follow-up email is sent..
• Appointment status: The status can be Canceled, No-Show, or Completed. If an appointment is not canceled or marked as a no-show, the system will assume it took place and is Completed..
• Lead stage in the sales pipeline.
• Calendar link used: Restricts follow-up emails to appointments booked through a specific public calendar link..

How to Set Up a Follow-Up Email

1. Create a follow-up email template from the email templates page.

Important: Only email templates with the category "Appointments" appear in the template dropdowns in Calendar Settings and in Appointment Details. Templates in other categories will not be listed. If a template is missing, edit it on the Email Templates page and set its category to "Appointments".

2. In the Create Follow-up Email screen:
   • Configure the conditions that will trigger the email.
   • Select the email template you created in the previous step.
   • Enter a number in the Send After field and select Minutes, Hours, or Days from the dropdown.
   • Ensure the 'Enabled' radio button is turned on.
   • Click "Save".

Now, your follow-up email is enabled and will be triggered automatically after the meeting, based on the conditions and timing you set.

If you need help, please send an email to support@leadcenter.ai