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Follow-up Email to Contacts

What is the follow-up email?

The follow-up email is an email that can be sent automatically or manually after a contact has been captured.

Its purpose is to further qualify the contact immediately after the interaction or to share relevant information.

When is the follow-up email sent?


The follow-up email can be triggered in different ways:

  1. automatically after the contact form on the digital business card has been filled out
  2. manually via the “Send email” button
  3. directly during the scanning process (e.g. business card scanner)
  4. optionally automatically for every contact created


1. Automatic sending via contact form

If someone fills out the contact form on your digital business card, the follow-up email is sent automatically.
 


2. Sending the follow-up email manually

After creating a contact, you can send the follow-up email manually at any time.

How it works:

  1. Open the contact in the contact overview

  2. Click on “Send email”

  3. Select the language (if multiple are available – these can be configured in the language settings)

  4. The email is sent

3. Follow-up email during scanning

You can decide whether to send a follow-up email directly during the scanning process (e.g. business card scanner or QR code scan).

How it works:

  1. Open the contact overview

  2. Click on “Scan card”

  3. Select language

  4. Activate the toggle and click “Next”

  5. The email is sent

4. Automatically for every contact created

You can configure the system to automatically send a follow-up email for every contact created, regardless of how the contact was added. This can be set in the settings.

Customizing template content

Under “Email Templates”, you can customize the content of the email template.

The internal email sent to the respective user can also be customized.

Language of the follow-up email

The follow-up email is always sent in the language selected at the time of sending.

  • Selection is made during manual sending or in the scanning process

  • The appropriate email template is used automatically

Note:
Available languages and templates are defined in the settings.

Disabling the follow-up email

The follow-up email can be completely disabled in the settings.

  • No automatic email will be sent after form submissions

  • The “Send email” button will be hidden

Viewing the delivery status

You can check at any time whether a follow-up email has been sent.

  • Open a contact profile

  • Under “History”, you can see if and when the email was sent


You can also view this in the contact overview (table):

  • Dedicated column for follow-up emails

  • Filter options:

    • “is empty” → no email sent

    • “is not empty” → email already sent

FAQs

Which placeholders can I use in the email?

You can use placeholders that are automatically filled with contact data:

    • NAME

    • VCARD_LINK

    • PROFILE_PIC_URL

    • ACCOUNT_PUBLIC_URL

    • COMPANY

    • POSITION

    • EMAIL

    • EMAIL2

    • EMAIL3

    • PHONE_MOBILE

    • PHONE_WORK

    • ADDRESSEE

    • ADDRESS_LINE_1

    • ADDRESS_LINE_2

    • CITY

    • POSTCODE

    • COUNTRY

    • CONTACT_FIRST_NAME

    • CONTACT_LAST_NAME