Set up follow-ups

A follow-up sequence sends messages automatically, one after another, to new contacts. For example: a welcome email right away, a tip two days later, an offer after a week. Set it up once in AI Receptionist > Follow-ups. Follow-ups are on every paid plan.

The Automated follow-ups link in Ads or Email & Text Broadcasts opens the same list. Sending status and balances are under Sending setup and usage.

Steps

1. Open AI Receptionist and click Follow-ups.
2. Click Write a follow-up, or ask Buildy in chat: "Create a 3-email welcome sequence for new newsletter subscribers."
3. Under Who gets added, and when, click Add trigger and pick when people join, for example New contact created.
4. Under Who the emails come from, set the From Name and From Address.
5. Under What it sends, in order, click Add step for each message. Choose Email, SMS or Call and set the delay after the previous step. For an email or SMS step, write the text. For a call step, write the Call Guidance the receptionist follows.
6. Click Turn On. The sequence is now Active.

A sequence Buildy builds in chat starts as a Draft, so nothing sends until it is turned on. Buildy turns it on when you ask, or when the conversation makes clear you want it running. Turning on needs at least one step and a physical address for your emails. If the address is missing, give it to Buildy in chat and it saves it, or add it in Domain & Email > Email sending > Email footer.

SMS steps need a Business Phone Number with texting on. Call steps are AI phone calls from your Business Phone Number.

Pause with Pause and retire it with Archive. Resume lets new contacts in again. Contacts who were in the sequence when you paused it stay paused; add them again from Contacts to continue.

Fixed copy or AI-written

Each email and SMS step has a Content choice:

• Fixed copy sends the exact text you write, the same for everyone. Merge fields such as {{first_name}} still fill in. New steps use fixed copy by default.
• AI-written writes a fresh message for each contact at send time, from the guidance you give and what the contact did.

Call steps are always AI-written. They follow the Call Guidance you write.

To build a whole sequence, click Create with AI, then Send to Buildy in the pop-up. Buildy helps you plan and create the sequence in your project chat. It uses your saved business info and asks for the details it needs. Click Cancel to close the pop-up without sending a request.

AI-written steps also use your business info when they send.

Edit one email in a sequence

1. Open the sequence and click the step.
2. Change the text. Use {{first_name}} to add the contact's name.
3. Click Save Copy. You see "Step updated". Contacts who already passed that step do not get it again.

Common problems

Nobody is getting the emails

Check that the sequence is Active, that the trigger matches how your contacts arrive, and that your sending domain is verified in Domain & Email. Then add a test contact yourself and wait for the first delay.

Texts or calls arrive at night

Open the step and check that Follow quiet hours is on. It is on by default for SMS and call steps. Email steps do not use quiet hours. They send when their delay ends.

I want to add existing contacts

Open Contacts, select the contacts, and click Add to sequence.

I cannot find follow-ups in Ads

Click Automated follow-ups in Ads or Email & Text Broadcasts, or open AI Receptionist > Follow-ups. These open the same list.

Related

• Set up your AI Receptionist
• Send email and SMS broadcasts
• Contacts: your customer list
• Domain & Email