Follow-up emails

The follow-up email is the last stage of the meeting cycle. Spiich writes the draft; you send it. There is no configuration in which Spiich sends mail from your mailbox, and there is no setting that changes that.

How the draft is produced

After a meeting you recorded, the Follow-up email job of the post-meeting agent writes one email for that meeting. It uses the meeting's summary and transcript, the CRM records involved, and your earlier correspondence with the attendees, and it distinguishes internal recipients from external ones. The draft carries recipients, Cc and a body, and often more than one body variant so you can pick a tone.

You control how eager it is under Settings > Meeting Agent > Post-meeting agent > Follow-up email:

Extra instructions on the same card takes house rules, for example "Keep it under five sentences and sign off with my first name."

You can also get a draft without a recording: write into the meeting's notes and click Process Meeting, which updates the CRM and then drafts the follow-up.

Nothing is ever sent for you

Spiich holds read-only access to your mailbox. It cannot send mail, and it cannot save a draft into Gmail or Outlook either. The draft lives on the meeting inside Spiich until you hand it to your own mail client.

Drafts persist to the meeting, so navigating away, reloading, or switching between meetings does not lose one. A meeting can hold several drafts, and previous and next controls step between them.

Send it

1. 1

   Open the meeting's Email tab

   In My Day, open the meeting and go to Email. A count next to the label tells you how many drafts exist.

2. 2

   Pick a variant and edit it

   Where several body variants were produced, switch between them at the top of the card. Recipients and Cc are editable chips, and typing @ in the recipient field searches people in your CRM. Subject and body are editable in place.

3. 3

   Hand it to your mail client

   Click Open in Gmail, Open in Outlook web, or Open in Mail for your desktop client. Which buttons appear depends on the provider connected to your account. The chevron beside the button switches between the web client and the desktop one, and Spiich remembers the choice.

4. 4

   Press Send there

   Your mail client opens with everything pre-filled. Read it, change anything you want, and send it from your own mailbox.

Copy email puts the whole draft on your clipboard instead, which is the route to take if you compose somewhere Spiich does not open directly.

Revising a draft

Ask in the meeting's own chat, beside the notes. It can revise the visible draft in place: shorter, warmer, drop the pricing paragraph, add the date you agreed. You do not have to start a new draft to change one.

Limits

• One draft per run. A meeting can accumulate several drafts over several runs, navigable with previous and next.
• Spiich never sends the email and never saves it into your mailbox.
• Compose links have length limits: roughly 2,000 characters for a desktop mail client and roughly 8,000 for Gmail or Outlook web, and encoding inflates plain text by two to three times. A draft above the limit is copied to your clipboard instead, with a toast telling you where to paste it.
• The draft is built from what Spiich can see. Without a connected mailbox it has no earlier correspondence to draw on.
• Background agents can email you reports, but only workspace members chosen from a picker, and those are sent by Spiich rather than from your mailbox. That is a separate feature from meeting follow-ups.

If something goes wrong

• The Email tab says `No draft email`. Either Follow-up email is off, the level was too conservative for this meeting, or the draft has not been written yet. Check the setting, raise the level, or ask for a draft in the meeting chat.
• `Open in Gmail` copies to the clipboard instead of opening. The draft is too long for a compose link. Open a new message and paste; recipients and subject came along with it.
• The card offers `Open in Mail` but not Gmail or Outlook. No mailbox is connected, so Spiich cannot tell which web client you use. Use the chevron to pick one and connect, or connect under Settings > Integrations.
• The draft names the wrong next step. Revise it in the meeting chat, then put the rule in Extra instructions so the next one is right.