Automate client follow-up emails with Custom Agents

Learn how to build a Custom Agent that turns your client meeting notes into a follow-up email with the key topics, decisions, and next steps.

5 min read

What you'll build

A Client Meeting Follow-Up Agent that helps you move fast after a customer call. It reads your meeting notes and drafts a follow-up email that captures the key topics, decisions, and next steps, so you can quickly edit and send instead of starting from a blank page.

Who this is for

Any customer-facing team member who runs client calls and needs to follow up quickly, especially in sales, customer success, and professional services.

Have these ready before you build

  • A Notion database where your client meeting notes or transcripts live (one page per meeting)

  • A customer accounts database the agent can reference for deal context (stage, size, contacts)

  • A destination for your email draft: a connected email platform (Gmail, Outlook), or a Notion page where the agent can drop the draft for you to copy and send.

1. Prompt the agent

In this step, you will set the agent's direction: what to extract from your client meeting notes, what to write, and the style and preferences it should follow every time.

Assignment

Try this prompt

Use this example to get started, and feel free to adapt it to your project and workflow:

You're a Sales Follow-Up Assistant for an AE running client calls across multiple deal stages. After each call, pull the transcript and the customer's account context (deal stage, deal size, contacts, prior interactions) and draft a follow-up email in my voice. Tailor each draft to where the deal sits, whether that's discovery, demo, proposal, negotiation, or post-close. Keep each draft under 150 words, open with a real moment from the conversation, and include the most relevant resource from my video library when a prospect asks for one. At the end of the day, surface all drafts for review along with a prioritized task list and the two or three follow-ups that need my attention first.

  1. Open Agents from your sidebar and click + to start a new chat.

  2. Describe what you want the agent to do (theTry this prompt callout above is a good starting point).

  3. The agent will draft instructions, suggest triggers, and flag the Tools and access it needs. You'll fine-tune each of these in the next steps.

  4. Answer any quick follow-ups, like where your call notes or transcripts live and where you want the agent to draft the email.

Helpful tips

Decide where you want your email draft to live:

  • Connect Gmail or Outlook(through your agent's MCP connections): If you want your draft to appear directly in your inbox, ready for a quick review and send. Learn more →

  • If you don't use a connected email platform: Have the agent write the draft directly on the Notion page instead. You can review it there, then copy and paste it into your email when you're ready to send.

2. Set triggers

In this step, you will choose when the agent runs. You can trigger it on demand by @mentioning it, or you can set a scheduled trigger so it drafts emails for every call at the end of your day.

  1. Click Add trigger.

  2. Under Recurring, choose On a schedule. Set it to run after your client calls wrap, for example weekdays at 3:30 p.m. in your local time zone.

  3. Click Add trigger to save.

Helpful tips

  • If you want one draft per call, keep your transcripts organized so the agent can find them easily when it runs.

  • A scheduled end-of-day trigger works best when you want to review all of your drafts in one sitting before you send them.

  • If you prefer to draft right after each call, use the @mention trigger instead.

3. Connect tools and pages

Connect the right tools and pages so your agent has the context it needs. It can reference the call, pull in account details, and include relevant resources to draft a more personalized follow-up.

  1. Open your agent settings and go to Tools and access.

  2. Click Add and connect the pages and databases that have customer context, like your customer accounts database (Can view).

  3. Connect your meeting transcripts or call notes database (Can edit content).

  4. Connect your preferred email platform so the agent can create drafts in your inbox (Read inbox, Draft emails, and Send emails).

Helpful tips

  • Start with the least amount of access possible. Most context sources only need Can view access.

  • Give the agent Can edit content access to your meeting transcripts database if you want it to write the draft email into the transcript page.

  • If you want more personalized emails, connect a few resource libraries the agent can pull from, like product docs, short Loom walkthroughs, and customer stories or case studies.

4. Review output

Before you rely on the agent for real follow-ups, do a test run and review the draft. You'll want to confirm that it is accurate to the call, specific to the customer, follows the structure you set, and is written in your voice.

  1. Open your agent settings and click Run agent to do a test run.

  2. If you have multiple triggers, pick the one you want to test first, like the end-of-day scheduled trigger.

  3. If the agent asks for what to use as input, point it to a recent call or meeting transcript.

  4. Open the draft it creates and review it.

5. Provide feedback

Now refine the output in chat. Tell the agent what to change, approve any instruction updates, and then run it again. The goal is to get to a draft that is accurate, in your voice, and ready to send with minimal edits.

  1. Reply in chat with what you want changed, and then ask the agent to try again.

  2. If the agent asks to update its instructions, approve the change.

  3. Run it again and compare the new draft.

Keep tuning your agent over time as your customers and relationships evolve, so drafts stay sharp.

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