How to Automate Your Meeting Follow-Up Emails: A Step-by-Step Guide

If you run service-based businesses like coaching, consulting, beauty treatments, and healthy sessions, you need more than just a scheduling tool in your WordPress dashboard.

That’s why you need a way to keep your clients on track before and after every appointment. That’s where FluentBooking and FluentCRM can help.

FluentBooking sends automated confirmation and reminder emails to reduce no-shows. And after the meeting, FluentCRM follows up with automated emails to thank clients, share next steps, or encourage rebooking.

And the best part? You can do all the things from your single WordPress dashboard.

So, in this article, we will tell you about different types of meetings you can schedule with FluentBooking. Also, you’ll learn how to send automated follow-up emails with FluentCRM after completing your meeting.

So, let’s start!

How Many Types of Meetings Can You Schedule with FluentBooking?

Before we dive into follow-up automation, it’s important to understand the different types of meetings you can schedule with FluentBooking. From one-on-one sessions to group workshops and special events, each meeting type supports automated reminders and follow-up.

• One-on-One Meeting: You can schedule private sessions that offer direct attention to each client through a one-on-one meeting. It’s ideal for offering personalized services and building deeper client relationships. Example: Interviews, coaching, sales calls
• Group Meeting: When you need to meet with several people at a time, a group meeting lets you host everyone in a single session. It’s perfect for collaborative environments or educational sessions. Example: Team meetings, group training, webinars
• Round Robin Meeting: If you want to distribute appointments evenly across your team, a round robin meeting makes it easy. It assigns bookings based on team availability, saving everyone’s time and balancing workload. Example: Sales inquiries, support calls, agency client meetings
• One-Off Event: For special, one-time occasions, you can schedule a one-off event that doesn’t repeat. It’s perfect for exclusive webinars, promotional events, or urgent consultations. Example: Product launch, live demo, VIP consultation
• Collective Meeting: When multiple team members need to attend the same session, a collective meeting is your go-to. It ensures that everyone involved is present for a more comprehensive discussion. Example: Strategy calls, onboarding sessions, project kick-offs

Reduce No-Shows Before You Even Follow Up with a Meeting Reminder Email

As soon as someone books a meeting, FluentBooking automatically sends a confirmation email so they know the appointment is confirmed. Then, a series of smart reminder emails based on the schedule you set go out. 

These reminder emails help clients stay informed, prepared, and much less likely to miss their appointments, and reduce no-shows. The best part? You can manage all of this directly from your FluentBooking dashboard.

And setting up meeting reminders is quick and easy. You just need a few clicks:

1. Go to your FluentBooking dashboard, then navigate to the Calendar tab
2. Select the meeting or event you want to customize
3. Click the edit icon next to the event
4. Open the Email Notification tab
5. Enable confirmation and reminder emails
6. Customize the email content to match your brand voice and communication style

Not sure what to write? Don’t worry, we’ve given proven meeting reminder email templates you can use right away. Just choose the one that fits your business, and you’re good to go.

Bonus: No more losing time on missed meetings. Use our proven tips to reduce no-shows and ensure every client actually shows up.

Why You Should Always Send a Meeting Follow-Up Email

Your job doesn’t end when the meeting does. In fact, what you do after the appointment can be just as important as what happened during it. So, sending a follow-up email shows your clients that you care, not just about the service, but about their overall experience. 

Here’s why follow-up emails matter:

• Build trust and professionalism: A quick thank-you note or summary of the session shows that you’re organized, thoughtful, and serious about your service.
• Provides aftercare or next steps: Whether it’s instructions, helpful resources, or product suggestions, follow-ups help clients know what to do next.
• Encourages repeat bookings or additional sales: A well-timed message can lead to rebookings, upgrades, or referrals.
• Collects feedback and strengthens relationships: Following up is a great opportunity to ask for feedback and build long-term loyalty.

So, if we automated these follow-up emails with an easy tool, it would be more beneficial for you, right? Let’s see how to send them.

How to Send Meeting Follow-Up Emails Using FluentCRM

So, it’s time to set up follow-up emails using FluentCRM, a fantastic tool for email marketing automation. It’s a powerful WordPress plugin built to help you manage leads, run email campaigns, set up automated sequences, and so much more.

Now, you might be wondering:  “How do FluentCRM and FluentBooking work together?” Or maybe you’re thinking the integration could be complex. 

Good news, it’s not! Once you have both plugins installed, they automatically sync and start working together seamlessly. No complicated setup required.

Now let’s walk through how you can set up and send automated follow-up emails after a meeting:

1. Go to the FluentCRM Dashboard
   Navigate to the Automations tab and click “New Automation.”

2. Create from Scratch
   A pop-up will appear. Select “Create from Scratch.”

3. Choose a Trigger
   On the left side, click the “Booking” tab and select “Booking Completed.” Then, click “Continue.”

4. Set Up Your Booking Trigger

• Rename your automation for easy reference
• Select the calendar you created in FluentBooking
• Enable the setting so the automation runs only once per contact. (Optional) 
• Click “Save Settings.”

5. Build Your Automation Funnel
   Your automation funnel is now ready to build! Add your follow-up emails and customize them based on your service type, goals, or audience.

6. Publish the Automation
   Once everything looks good, click the status toggle in the top-right corner to change it from Draft to Published.

And that’s it. Your meeting follow-up automation is live! Now, every time a meeting is completed through FluentBooking, FluentCRM will automatically send the right follow-up emails, helping you stay professional, consistent, and top of mind.

Now, let’s imagine you are running a Beauty Salon and you want to send follow-up emails after the appointment. Here is an example of the automation funnel based on your service:

See, it’s very easy. Once a client finishes a beauty session, you can automatically send them a thank-you email, ask for feedback, or even offer a discount for their next visit.

N.B. Want to run this follow-up email automation? Make sure FluentCRM is installed on your site. If you haven’t grabbed it yet, download it now and get started in minutes!

Turn One-Time Visitors Into Loyal Clients

Reducing no-shows and building long-term client relationships doesn’t have to be complicated, especially when you have the right tools.

With FluentBooking, you can easily schedule different types of meetings and send automated confirmation and reminder emails to make sure your clients actually show up.

On the other hand, with FluentCRM, you can take things a step further. As soon as an appointment is completed, trigger follow-up email sequences automatically. Thank clients, share aftercare tips, offer exclusive deals, and encourage rebooking, all are fully automated.

So, set it up once, and let automation do the heavy lifting, so you can focus on what you do best: delivering great service.

Start turning one-time appointments into loyal clients effortlessly!