Follow up with guests automatically

Guests who hear from you after a visit are much more likely to come back and join. Guest follow-ups send those emails for you. They're off until you switch them on.

How do I switch on follow-ups?

1. Open Meetings and find Guest follow-up.
2. Tick Send guest follow-ups. This saves right away.
3. Choose which emails to send. All three start ticked: Thank-you, the day after a visit; Reminder, about a week later; and No-show, the day after.
4. Tap Save follow-up.

The thank-you goes the day after a guest checks in. The reminder goes about a week after the visit, only if they haven't been back or applied. The no-show note goes the day after a meeting to an expected guest who didn't check in.

To stop all follow-ups, untick Send guest follow-ups.

What do the emails say?

Each email starts with an opening line. The suggested wording shows in the Opening line box. Leave it empty to use it, or write your own, up to 300 characters.

After that, the email gives the next meeting's date, time and place. If your chapter uses Meetup, it has an RSVP for the next meeting button. The thank-you and reminder also say how to apply, and name the open seat when the guest's category is free. The no-show note simply invites them to come as a guest next time.

Emails come from the member who invited the guest, and replies go to that member. If no member invited them, the email comes from the chapter, and replies go to the chapter email for guest replies set in Website.

Who gets them, and how often?

• At most two emails per visit, and no more than one a day.
• Never to anyone who has applied to join or is a member.
• They go out in the morning, from 10 AM your chapter's time.

Every email has a No thanks link. It opens a page with a No more follow-up emails button. One tap, and that guest gets no more follow-ups from your chapter.

What else helps me follow up?

Guests expected. The day before each meeting, if any guests are invited or have signed up, you get one email listing them. It shows each guest's business and category, who invited them or that they signed up on the website, and whether they're coming in person or on Zoom. It also shows their meal, if they've asked to join, and if their category seat is already held. Board members get it too when Hears about guests is ticked on their seat in Members, under the chapter board. This email doesn't need follow-ups switched on. To stop it for yourself, switch off Someone asks to join, or a guest is coming to visit in Profile & settings.

A nudge for the inviting member. For a week after their guest visits, the member who invited them sees Follow up with your guest on Home, with buttons to email or call. A personal note from them is often the best follow-up of all.