Follow-up Agent
Where: Sales → Follow-ups · Needs the CRM and AI Suite modules.
Never let a lead go cold again. Every day the agent spots enquiries that have gone quiet, writes a personalised follow-up email — nudging a little harder each round — and queues it for your approval.
📷 Screenshot spot — capture this screen and save it as static/img/screenshots/sales-follow-up-agent.png, then replace this whole box with the single line:
The escalation ladder
| Stage | Default trigger (days since last contact) | Intent |
|---|---|---|
| First touch | New lead, ≥2 days, still uncontacted | Warm intro (optional toggle) |
| Nudge | ≥3 days cold | Gentle check-in |
| Check-in | ≥7 days cold | Reference the proposal, ask for a decision |
| Re-engage | ≥14 days cold | Re-engage with value |
| Last attempt | ≥30 days cold | Courteous final follow-up |
Only open leads (New → Negotiation) are chased, and each lead gets exactly one email per stage — never spam. Each draft also includes an internal "suggested next step" note for the rep.
The three tabs
- Overview — KPIs (open leads, open pipeline value, to follow up, ready to send), stage buckets, and the "Who would be followed up today" dry-run table. Leads with No email are flagged red — fix the contact record. Preview AI drafts shows what the AI would write without saving or sending anything (uses credits); Run now runs a real sweep.
- Follow-ups — the message queue. Open a draft to read the subject, body and next-step, then Approve & send or Dismiss (failed sends offer Retry).
- Policy — Agent enabled · Auto-send (off by default — recommended) · First-touch toggle · CC the lead owner · the five day-thresholds · minimum lead value · daily send cap · signature name · reply-to · and a tone note that steers the AI (e.g. "We sell premium panels — emphasise reliability, never discount in the first follow-up").
When does it run?
Daily on a schedule (early morning IST), or on demand with Run now.
Safety model
- Draft-and-approve by default — nothing is emailed without a human click unless you deliberately enable auto-send.
- Re-checked at send time — a lead that became Won/Lost/Dropped since drafting is skipped, not emailed.
- A successful send resets the lead's cold clock, so the next stage only fires after its full gap.
- Emails go via your company's own sender (Company Settings) with your reply-to, and are recorded in the email logs.
Tips
- Fill in the signature name and tone note — that's what makes the emails sound like you, not a robot.
- Set a minimum lead value so credits aren't spent chasing trivial enquiries.
- Run in draft mode for at least one full cycle and read the drafts before even considering auto-send.