Follow-up Automation
Polite follow-ups that stop when they reply.
Follow-up Automation
Sales & CRM
- RuleDone:
Each weekday morning it finds quiet open deals.
- RuleDone:
It checks consent, opt-outs and past conversation.
- RuleDone:
It writes the follow-up with one fact-based personal line.
- PersonWaiting for approval:Waiting for you
The deal owner approves (depending on mode).
- RuleNot started:
It sends inside the recipient's business hours.
- RuleNot started:
Any reply or opt-out stops the sequence.
For example: A 15-person software reseller has 80 open deals where the buyer went quiet after a demo.
Waiting for you. Nothing has changed yet.
Review for important actions. Customer-facing and record-changing actions are reviewed first.
What is Follow-up Automation?
In shortFollow-up Automation is an AI automation for Sales & CRM teams that works with Gmail, HubSpot, Outlook and WhatsApp. Quiet leads get a short, fact-based follow-up on schedule. The sequence stops the moment the person replies, opts out or books. It is built for sales heads, founders and deal owners and sales reps.
Last reviewed
Key facts
- Department
- Sales & CRM
- Starts when
- Every weekday morning it checks for open leads that have gone quiet
- Works with
- Gmail, HubSpot, Outlook, WhatsApp
- Run modes offered
- Shadow, Draft, Assisted and Auto
- Human control
- Review for important actions
- Status
- Available now
The problem today
Reps keep follow-ups in their head or a spreadsheet. Around 40–60% of quiet leads never get a second touch. Today: a rep spends 30–60 minutes a day writing "just checking in" emails.
What it does
Each weekday it finds open HubSpot deals where a real conversation happened and the lead went quiet. It sends a short follow-up from the deal owner's mailbox, with one personal line built only from verified CRM facts. It checks consent, quiet hours and limits before every send. Replies, opt-outs, bounces, booked meetings or a closed deal stop the sequence at once.
How does Follow-up Automation work?
How it works- Rule you set
- AI step
- A person decides
- Step 1Rule
Each weekday morning it finds quiet open deals.
- Step 2Rule
It checks consent, opt-outs and past conversation.
- Step 3Rule
It writes the follow-up with one fact-based personal line.
- Step 4Person
The deal owner approves (depending on mode).
- Step 5Rule
It sends inside the recipient's business hours.
- Step 6Rule
Any reply or opt-out stops the sequence.
What you get
Key features- Stop-on-reply across email and WhatsApp
- Default 3 follow-ups, hard cap 6, at least 2 business days apart
- Sends in the recipient's local business hours
- Unsubscribe link, physical address and one-click unsubscribe in every email
- Approved WhatsApp templates for India (optional)
- Consent record for every contact
- Last-look check just before every send
How much does it do on its own?
Run modesPick a mode to see what Follow-up Automation would do at each step.
Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work
Follow-up Automation in Shadow
Runs on real data and shows what it would have done. No app is changed and no message is sent.
- Rule
Each weekday morning it finds quiet open deals.
Watches for it
- Rule
It checks consent, opt-outs and past conversation.
Runs on real data, read only
- Rule
It writes the follow-up with one fact-based personal line.
Runs on real data, read only
- Person
The deal owner approves (depending on mode).
Shown to you as a suggestion
- Rule
It sends inside the recipient's business hours.
Shown to you as a suggestion
- Rule
Any reply or opt-out stops the sequence.
Shown to you as a suggestion
Shadow vs Auto for Follow-up Automation
Auto is the most it can do on its own. Here is each step side by side.
| Step | Shadow | Auto |
|---|---|---|
| In short | Runs on real data and shows what it would have done. No app is changed and no message is sent. | Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted. |
| Step 1Each weekday morning it finds quiet open deals. | Watches for it | Runs on its own within your limits |
| Step 2It checks consent, opt-outs and past conversation. | Runs on real data, read only | Runs on its own within your limits |
| Step 3It writes the follow-up with one fact-based personal line. | Runs on real data, read only | Runs on its own within your limits |
| Step 4The deal owner approves (depending on mode). | Shown to you as a suggestion | Within your limits; anything outside them goes to a person |
| Step 5It sends inside the recipient's business hours. | Shown to you as a suggestion | Runs on its own within your limits |
| Step 6Any reply or opt-out stops the sequence. | Shown to you as a suggestion | Runs on its own within your limits |
| True in every mode | Never sends after a reply or opt-out. | |
What it will never do on its own
Safety & human control- Never sends after a reply or opt-out.
- Never mentions price, discounts, stock, delivery dates or contract terms.
- Never invents a past meeting or uses a fake "Re:" subject.
- Complaints, legal threats, VIPs and large deals always go to a person.
- First touch and every WhatsApp message need approval until auto is earned.
- You approve before it acts
- Your data stays yours
- It knows its limits
- Stop anytime
What will you see on your dashboard?
Results you can trackTargets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.
- Target
Reply rate vs your 4-week baseline (target +30% relative)
A goal it is built to reach
- Tracked
Meetings booked within 14 days of a follow-up
Measured on your own data
- Tracked
Opt-out rate (alert above 2% a week)
Measured on your own data
- Estimate
Rep minutes saved (sends × 4 min)
Worked out from your own volumes
- Target
Sends after a reply or opt-out: target 0
A goal it is built to reach
- Target
Approval edit rate: target ≤ 25%
A goal it is built to reach
A 15-person software reseller has 80 open deals where the buyer went quiet after a demo. Each rep gets approval cards each morning with a short follow-up. When one buyer replies "next month please", that sequence stops on its own.
Who is Follow-up Automation for?
- Sales heads
- Founders
- Deal owners and sales reps
Industries: SaaS & tech, Professional services, Agencies, Real estate, Financial services, Education & training
Also useful for: Marketing & Growth
Connects to the apps you already use
Works withApp names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.
- Gmail
- HubSpot
- Outlook
- WhatsApp(optional)
Better together
Automations that hand work to Follow-up Automation, or pick up where it stops.
What do you need to set it up?
Setup- Connect HubSpot and the sender mailboxes (Gmail or Outlook)
- Connect WhatsApp and approved templates (optional)
- Add your physical address and unsubscribe page (required)
- Choose deal stages, templates, link allowlist and VIP domains
- Set the amount above which follow-ups are manual only
Typical setup
- 01Connect your apps
- 02Configure the rules
- 03Run a watch-only trial
- 04Go live
Not included
- Cold outreach to people who never contacted you
- SMS and voice calls
- Booking meetings or changing deal stages
Questions about Follow-up Automation
FAQSee Follow-up Automation on your own data
WalkthroughIt starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.