Modules · ③ Follow up
Meeton Email
1:1 follow-up email written by the AI and triggered by behaviour: a return visit, a document read, an open. Not a sequence on a timer and not a template with variables swapped in. Each message is generated for one person from their own context, and it keeps going until they reply or book.
How a follow-up comes about
- Connect your CRM
Salesforce or HubSpot via OAuth. Meeton pulls in your existing leads and their behavioural data, so follow-ups can start with the contacts you already have.
- Detect the signals
The AI watches for return visits, email opens, document views and chat activity, and decides when a follow-up is worth sending.
- AI follows up 1:1
It writes copy tailored to that person's context and sends it, or hands you the draft, carrying them toward a reply or a booking while coordinating with the chat.
Cadence, sequence and behavioural signals are the vocabulary of sales-engagement tools; Meeton uses them the same way, with the difference that each message is written for one person rather than templated.
The settings, step by step
Sender & delivery
From name, reply-to, CC, the legal sender identity, SMTP or manual drafts.
Content
The booking calendar in emails, CTA buttons, goal and tone, what the AI knows.
Cadence
Max emails, delays, pre-approval, scheduled-ahead slots, sequence reset, holidays.
Activation
The three switches, per-contact statuses, and a safe rollout order.
Setting it up
Settings → Meeton AI → Email is a five-step wizard. You can leave it part-way through; nothing sends until Activation.
| Step | What you set |
|---|---|
| Sender | The display name and reply-to address, CC addresses, and the legal identity shown in the footer: sender name, postal address and contact. |
| Delivery | Automatic through your own SMTP account, or manual drafts (below). SMTP host, user and password live here; nothing can be sent without them in automatic mode. |
| Content | The calendar linked in the email for booking, whether to include Book a meeting and Chat with AI buttons or send plain-text-style mail, and what the AI may and may not say. |
| Cadence | Below. |
| Activation | Whether email is on by default for newly created contacts, whether drafts are generated, and whether approved emails are sent. Keep Send emails off to stop everything while you tune the rest. |
Cadence, with the defaults
| Setting | Meaning | Default |
|---|---|---|
| Max emails per contact | Maximum number of emails to send per lead. The limit resets if the lead re-engages after a period of inactivity. | 3 |
| Delay after lead | Hours to wait after a lead is created before the first email. | 24 h |
| Minimum delay between emails | Minimum hours between two emails to the same person. | 72 h |
| Pre-approval lead time | How many hours before the scheduled send to generate the email and request approval. 0 auto-sends without approval. | 0 |
| Scheduled-ahead slots | How many future email slots to pre-schedule per contact at a time. | 3 |
| Reset after inactivity | If a contact returns to the website after this many days of inactivity since their last email, their sequence resets and they can receive the full series again. Blank never resets. | — |
| Skip holidays and weekends | Never place emails on weekends or Japanese public holidays. | on |
If a contact has a past-due email awaiting approval, scheduling stops for that contact until it is approved or deleted, so a queue never silently piles up.
Two delivery modes
| Mode | How it works | Best for |
|---|---|---|
| Send automatically through SMTP | Approved emails go out from your own SMTP account at their scheduled time. Deliverability and the Sent folder stay with your mailbox. | Hands-off follow-up, with an SMTP account for the sender. |
| Send manually from my own email client | Meeton writes the drafts and delivers them to you as a notification. You copy and send each one from your own mailbox, then mark it as sent. | A human on every send, or no SMTP credentials available. |
Manual mode depends on a notification rule that delivers drafts. Turn on Email Ready to Send or Pending Email Review in a rule with at least one destination, or the drafts reach nobody. The Delivery step shows which rules currently route them.
Per-contact controls
| Status | Meaning |
|---|---|
| Active | Eligible; the AI follows up when a signal warrants it. The record shows how many were sent. |
| Paused | Switched off for this contact by a member of your team. |
| Unsubscribed | The contact used the unsubscribe link. Cannot be re-enabled from the dashboard. |
| Disabled · meeting already booked | The goal is met. A contact who booked through Meeton Calendar is excluded automatically. |
What travels in the links
Links in a Meeton email carry a contact reference, dmContactId, and a source marker. When the contact lands on your site, the loader ties the visit to them, so the chat already knows who it is talking to, a Library open is attributed, and a booking from that visit closes the loop. Opens and clicks are recorded on the contact's timeline and, with CRM sync on, as activities in the CRM.
Where it shows up in the dashboard
- Contacts → Email for each person's thread, status and the count sent.
- Emails in the dashboard sidebar for every outbound email and its status.
- Notifications for drafts awaiting review and replies received.
Troubleshooting
| Symptom | Likely cause | What to do |
|---|---|---|
| Nothing is sent | Send emails is off, the legal sender identity is incomplete, or SMTP credentials are missing | Activation: the switch cannot turn on until Sender is complete. Delivery: test the SMTP settings. |
| Drafts are generated but never go out | A pre-approval lead time is set and a draft is waiting; scheduling stops for that contact until it is approved or deleted | Approve or delete the past-due draft. Set lead time to 0 for auto-send. |
| Drafts reach nobody in manual mode | No notification ruleset with a destination has Email ready to send or Email draft needs approval on | Notifications; the Delivery step lists which rulesets route drafts. |
| A contact gets no emails | Paused, unsubscribed, disabled because they booked, disqualified in the CRM, or not eligible because Enable by default was off when they were created | The contact's Email status says which. Enable per contact if needed. |
| Emails land in spam | They are sent through your SMTP account, so deliverability depends on your domain's SPF, DKIM and DMARC | Have IT check those records for the sending domain. |
| Replies are not counted | Replies are seen through the CRM sync | Connect HubSpot or Salesforce and turn on Import emails. |
| An email went out on a holiday | Skip holidays and weekends covers Japanese public holidays | Expected for other countries' holidays; pause contacts for that period if needed. |
Frequently asked questions
Can we review every email before it goes?
Yes: set a pre-approval lead time, or use manual delivery, where you send each draft from your own mailbox.
Can we use our own templates?
No. Each message is written for one person from their context. You control the goal, tone and what the AI may and may not say, and the CTA buttons.
Who is the sender?
The From name and reply-to you set, sent through your SMTP account in automatic mode or from your own mailbox in manual mode. Replies come to you.
How does unsubscribe work?
Every email carries an unsubscribe link. A contact who uses it is marked Unsubscribed and cannot be re-enabled from the dashboard.
Does it email contacts we imported from the CRM?
It can, when they are eligible and a signal warrants it: a return visit, an open, a document read. Contacts who never visit your site produce no signal.