Send Meeting Follow-Up Emails

Send Automatic Follow-Up Emails

To send follow-up emails automatically, you must:

1. Be the "owner" of the meeting.
   • The meeting owner—typically the person who created or scheduled the meeting—is the default sender of the follow-up email. If that person isn’t a ChurnZero user, we automatically select another participant who is a ChurnZero user and has a role on the account. If no such attendee exists, we select a meeting participant who is a ChurnZero user.
2. Update your account settings to allow automatic follow-up.
   1. Go to My Account.
   2. Click on the Communications tab.
   3. Under the Automation heading, find Meetings and make sure the "follow-up email for completed meetings" toggle is set to Enabled.

From here, everything happens automatically! Once a meeting is marked "Complete" (either manually or by your integration), CS AI generates a follow-up email and sends it to the meeting attendees.

• If you want to add manual notes to a meeting (either to enhance or replace any AI-generated notes), make sure you add them before the meeting is marked Completed.
• If you want to regenerate the follow-up email with any new notes included, click the Write Follow-Up button at the bottom right of your meeting modal.

Create Follow-Up Emails Manually

1. Find the meeting you want to send a follow-up for (in the profile, from a segment, etc.).
2. From the actions menu, select Write Follow-up Email.
3. CS AI processes the meeting and its notes to create an email for you. Check, edit, or add to the following:
   • To: The users who will receive the follow-up email. All recipients will receive one email.
   • CC: Add any users you want to copy into the follow-up email.
   • BCC: If you want to blind carbon copy users into the follow-up email, click Add and then select the user(s) to include.
   • Subject: The subject of the email.
   • Message: The message body. If there are no notes on the meeting, this is empty when the window loads. You can enter your own message in the space provided. If your completed meeting includes notes, CS AI uses those notes to create a follow-up email based on the information. You can edit or remove any pre-generated content as you see fit.
     • We still recommend reading over the text generated by the AI to ensure all information is correct.
     • Sender Signature: The sender's signature will be included in the body of the message, if configured.
4. Click Send to send the email immediately, or close it to create a draft to review later.

Tips and Troubleshooting

• No email for review? Check that the follow-up automation is enabled in your personal account settings.
• AI content missing something? Be sure to enter relevant meeting notes before marking the meeting Complete.
• Want more control? Use the manual method to fine-tune messaging, recipients, and styling.
• Cannot see the Write Follow-Up Email menu item or button? You can only manually create follow-up emails for accounts in your domain.