This simple step-by-step tutorial will show you how to set up and customize follow-up emails for different types of meetings in your Notetaker's settings.
Steps to Set Up and Customise E-Mail Follow-Ups
Please first check which user role you have. You can check by clicking on your profile picture in the top right of the page. Click on "Edit Profile". In this Dialog you can see which role you have in the "Role" field.
When you have either "User" or "Admin" as your User Role
Step 1: Open Settings
Click on the gear icon at the top of the toolbar to access the settings.
Navigate to the "User" Tab.
Step 2: Check if you have permission to change your Email Follow-up Templates
If you see a section titled "Email Follow-up Templates" you have permission to edit your templates. If you don't, you do not.
As an admin, please refer to the "When you have the User Role "Admin"" section below.
Step 3 (if you have permission): Add Templates for Different Meeting Types
Add a template for each type of meeting, such as Customer Success or Onboarding meetings.
The Notetaker will automatically use the appropriate template after each meeting and customise it based on the content discussed.
Step 4 (if you have permission): Automatic Customisation of E-Mail Follow-Ups
If you have multiple meetings of the same type, the Notetaker will automatically adjust the follow-up emails according to the templates you have defined.
It will consider what was discussed in the meetings and follow the structure of the saved template.
Step 5 (if you have permission): Customise Follow-Up Emails
If you're not completely satisfied with the automatically generated follow-up, you can customise it.
Click on the Adapt E-Mail button located in the upper right corner of the email template.
Here, you can change the wording of the email or add additional instructions for the Notetaker, such as inserting a new section.
Step 6: Copy and Send the Follow-Up Email
You can also easily copy the follow-up email by clicking the copy button.
Paste the email into your email program and send it directly to the recipient.
When you have the User Role "Admin"
Step 1: Open Settings
Click on the gear icon at the top of the toolbar to access the settings.
Navigate to the "Workspace" Tab.
Step 2: Check wether or not User-Specific Templates are enabled
Scroll down to the "Email Follow-up Templates" Section, there you'll find a setting that lets you enable user-specific email templates.
If you disallow users from creating their own templates, they won't be able to see the "Email Follow-up Templates" Section in the users tab in the settings.
Step 3: Meeting Type specific E-Mail Templates
Wether or not you enable user-specific templates, you can specify follow-up email templates for each meeting type.
If you have user-specific templates enabled, the meeting type templates will be used as a fallback for users that don't have a follow up template configured for that meeting type
If you have user-specific templates disabled, the meeting type templates will be applied for every user.
Step 4: Edit Meeting Type specific E-Mail Templates
Navigate to the "Analysis Configuration Tab"
Then, a new set of tabs will be shown: navigate to the "Meeting Types" Tab
Click on the edit icon in the top right of the meeting type card, opening a dialog.
In this dialog, navigate to the "Email Follow-up Templates" dialog
Here, you're able to edit the templates for each language for this meeting type.
Click "Save" in the bottom right corner of the dialog
Conclusion
By following these steps, you can quickly and easily set up and customise your follow-up emails after meetings to ensure they are perfectly tailored to your needs.