How to set up automated follow-up email generation using AI Assistant agents

What and why

This guide shows you how to configure an AI Assistant automation so follow-up email drafts appear in the meeting feed automatically after every qualifying call. Once set up, reps stop writing follow-ups from scratch. The draft is waiting when the call ends, scoped to the right audience (external meetings) and the right team (Sales).

Who this is for

Sales managers, RevOps, and admins rolling out Demodesk to an AE or SDR team that runs external customer meetings and needs consistent, fast follow-up at scale.

Prerequisites

• Admin access to your Demodesk workspace
• AI Assistant enabled on your plan (included with Coaching & AI)
• A defined user group for your sales team (e.g. “Sales”)
• The “Follow-up Email” skill available in your workspace (default skill, available out of the box)

Steps

1. Open AI Assistant settings. From the top navigation, click Agents, then select the Automations sub-tab. Find AI Assistant in the list of automations and open its configuration.
2. Add a new automation rule. Click Add automation (or the equivalent + button) to create a new rule. Each rule defines a trigger condition and the skill that runs when that condition is met.
3. Set the meeting audience condition to External. Under audience conditions, set Meeting audience to External. This scopes the automation to customer-facing calls only. Internal meetings, 1:1s, and team syncs won't trigger a follow-up draft.
4. Restrict to the Sales user group. Add a second condition for User group and select Sales(or your equivalent group name). This stops the automation firing on calls owned by Customer Success, Support, or other teams that don't need a sales follow-up.
5. Select the Follow-up Email skill. In the action dropdown, choose Use Skill: Follow-up Email. This tells AI Assistant which skill to run when a qualifying meeting ends. The skill uses the call transcript, summary, and CRM context to draft the email.
6. Save the automation. Click Save. The rule is now live for all future meetings that match the conditions.
7. Verify it works. Run a test meeting that matches the conditions (external attendees, Sales user as host). After the call ends and the transcript processes, open the meeting in your Meeting Hub. The follow-up email draft appears in the meeting feed alongside the summary and next steps.

Tips

• Start with the default Follow-up Email skill, then customize.The out-of-the-box skill works for most teams. Once you've seen a few drafts, edit the skill in Agents > Skills to match your tone of voice, preferred CTA, and email structure.
• Layer multiple automations.You can run more than one automation per meeting. Pair the follow-up email with a CRM update automation so the deal record is filled in at the same time the draft lands in the rep's feed.
• Use custom vocabulary for product and brand names. If your product or competitor names get transcribed incorrectly, the email draft inherits those mistakes. Add up to 120 characters of custom vocabulary in AI Settingsso the transcript — and the email — gets your terms right.
• Let reps review before sending.The draft is exactly that: a draft. AI Assistant doesn't send emails automatically. Reps open the draft, edit if needed, and send from their own email client. This keeps a human in the loop and avoids the “AI sent something weird” problem.
• Differentiate by deal stage with separate rules. Create one automation for discovery calls and another for demo calls by adding a condition on meeting type or template. Each can point to a different skill with the right structure for that stage.

Related skills and agents

• AI CRM Concierge— pairs with this automation to update the deal in Salesforce, HubSpot, or Pipedrive at the same time the follow-up email is drafted
• AI Coach— scores the call against your methodology so the rep gets feedback alongside the email draft
• Follow-up Email skill(Marketplace) — the default skill used in this guide. Browse other follow-up variants in the Demodesk Marketplace
• AI Crew— for teams that want to build custom autonomous agents beyond the four pre-built ones, the AI Agent Builder lets you describe a task and AI sets it up