How to Create Appointment Follow-up Emails
Hello! In this guide, you’ll learn how to automate appointment follow-up emails in LeadCenter.ai — helping you save time, improve client communication, and maintain a consistent follow-up process after every meeting.
1. What Are Follow-Up Emails?
Follow-up emails in LeadCenter automatically send personalized messages to your clients or leads after an appointment is completed.
You can fully control:
- Who receives the follow-up (based on appointment type or client stage)
- When it’s sent (minutes, hours, or days after the meeting)
- Which email template is used
This feature ensures timely, professional follow-up without any manual work.
2. Accessing Follow-Up Email Settings
To configure follow-up emails:
- Open your Calendar.
- Click on the Calendar Settings button (top-right corner).
- In the left-hand menu, select Follow-Up Emails.
This opens the Follow-Up Email Management page — where you can view, edit, enable, or disable your existing automation rules.
3. Creating a New Follow-Up Email
To create a new automated follow-up:
- Click Add New Follow-Up Email.
- Define the conditions or criteria for when the email should be triggered.
4. Setting Follow-Up Conditions
You can specify detailed conditions to control when and to whom the email is sent.
Common Condition Examples
- Appointment Category:
Send only for a specific category (e.g., First Visit – Not a Client). - Appointment Status:
Trigger only after a completed meeting, not for no-shows or cancellations. - Lead Stage:
Limit to leads in the First Appointment stage of your sales pipeline. - Public Calendar Source:
Send only for appointments booked through a specific public calendar (e.g., Financial Planning Consultations).
The email will only send if all selected conditions are met.
5. Selecting an Email Template
Next, choose the email template that will be sent when conditions are met.
For example:
- A Thank You Email after a first visit
- A Follow-Up Appointment Link after a review meeting
- A Feedback Request after a client consultation
If needed, you can create a new email template from:
Settings → Workflow & Templates → Email Templates
You can also CC yourself or teammates to monitor the communications being sent automatically.
6. Setting the Timing
You can control when the email is sent after the meeting:
- Minutes (e.g., 30 minutes after completion)
- Hours (e.g., 2 hours later)
- Days (e.g., 1 or 2 days after the meeting)
This flexibility allows you to customize follow-ups to match your workflow — whether you want instant thank-you messages or delayed, more detailed check-ins.
7. Enabling or Disabling Follow-Up Emails
Each follow-up rule includes a toggle switch:
- Enable: The automation is active and will send emails.
- Disable: The automation is paused but remains saved for later use.
Once configured, click Save.
LeadCenter will automatically trigger your follow-up emails based on the defined timing and conditions.
Summary
| Step | Action | Description |
|---|---|---|
| 1 | Open Calendar Settings → Follow-Up Emails | Access setup options |
| 2 | Click “Add New Follow-Up Email” | Begin creating an automation rule |
| 3 | Define Conditions | Choose category, status, stage, and public calendar |
| 4 | Select Email Template | Pick or create a template to send |
| 5 | Set Timing | Choose minutes, hours, or days after appointment |
| 6 | Enable & Save | Activate your automation and let LeadCenter handle delivery |
Pro Tips
- Use personalized shortcodes (like
{Contact.FirstName}) in your email templates for a friendly touch. - Keep your message short and action-oriented — for example, include a link to schedule the next meeting.
- Review performance periodically in your email activity logs to ensure your follow-ups are performing well.
By setting up automated appointment follow-up emails in LeadCenter, you’ll ensure that every client receives timely communication — strengthening relationships, saving time, and improving your overall client experience.
Thank you for watching!
