How to automate follow up emails in Myphoner for higher conversion rates

If you’re still chasing leads one at a time and manually sending follow-ups, you’re wasting hours (and sanity). This guide is for sales teams and solo founders who use Myphoner and want to stop letting leads slip through the cracks. I’ll walk you through exactly how to automate follow-up emails in Myphoner, what actually helps conversion rates, and a few pitfalls to skip.

Let’s get practical.

Why Bother Automating Follow-Ups?

Let’s state the obvious: very few deals close on the first try. Most prospects need a nudge—or three. But if you’re relying on memory or sticky notes, you will forget to follow up. Automating your follow-ups means:

  • You don’t forget important leads.
  • You respond faster (and at the right time).
  • You free up time for real conversations, not copy-paste drudgery.

Automating follow-ups isn’t magic, but it does fix the “I meant to email them” problem most salespeople have. Just don’t expect it to close the deal for you—it’s a tool, not a silver bullet.

Step 1: Set Up Email Integration in Myphoner

First things first: Myphoner isn’t an email client. You’ll need to connect your email account so Myphoner can send emails on your behalf.

Here’s what to do:

  1. Go to your Myphoner dashboard.
  2. Click your profile icon (top right), then choose Settings.
  3. Find Email Integration and select your provider (Gmail, Outlook, etc.).
  4. Follow the prompts to grant access. Don’t skip permissions unless you want things to break.
  5. Send a test email from Myphoner to yourself. If it lands in spam, double-check your domain’s SPF/DKIM settings. (Not fun, but necessary.)

Pro Tip: Use a real sales mailbox (like jane@yourcompany.com), not a “noreply” or personal Gmail address. It looks more legit.

Step 2: Build Your Follow-Up Email Templates

Don’t overthink this. The goal is to create a few reusable templates that sound like you—not a robot. Remember, most prospects can smell “automated” from a mile away.

What actually works:

  • Keep it short (3-5 sentences).
  • Reference your last interaction or their specific pain.
  • End with a single, clear CTA (call, reply, book a meeting).
  • Never use generic subject lines like “Following up.”

Example Follow-Up Template:

Subject: Quick Question About [Their Company]

Hi [First Name],

Just wanted to check in on my last message—any thoughts on whether [solution] could help with [their pain point]? If you’re interested, I can share a quick case study or book a 10-minute call.

Let me know what works for you.

Best, [Your Name]

How to add templates in Myphoner:

  1. In Myphoner, go to Settings > Templates.
  2. Click Add Template and give it a clear name (“Follow-Up #1”).
  3. Paste your text, and use merge tags like [First Name] for personalization.
  4. Save, and repeat for any other follow-up stages you want.

Don’t: Create a dozen templates before you’ve tested two or three. Start simple.

Step 3: Create Automated Follow-Up Flows

Here’s where the magic happens. Myphoner doesn’t have a full “drip campaign” builder like some big CRMs, but you can queue up emails to send automatically after certain triggers.

To set up automatic follow-ups:

  1. Go to the Workflow or Queue area in Myphoner.
  2. Select the lead list you want to automate.
  3. Click into an individual lead, and look for the Schedule Follow-Up Email option.
  4. Choose your template and set a time delay (e.g., 2 days after last contact).
  5. Repeat for as many follow-up steps as you want—usually 2-3 is plenty.

What’s worth knowing: - Myphoner sends these emails individually, not as one big batch, so you avoid obvious spam flags. - You have to set the schedule per lead or per campaign. There’s no drag-and-drop workflow builder, so it’s not as fancy as some tools. But it does the job.

Pro Tip: Always review the scheduled emails before they go out. If you see “[First Name],” instead of “Sarah,” you know something’s broken.

Step 4: Monitor Replies and Stop Automation When Needed

Automating is great, but you don’t want to keep pestering someone who’s already replied (or told you to buzz off). Myphoner can mark leads as “responded” if they reply directly to your email.

How to stay on top:

  • Check your Inbox tab in Myphoner daily. It aggregates replies so you don’t miss anything.
  • Set leads to “paused” or “converted” if they reply, so they’re automatically removed from future follow-ups.
  • If you’re using another email client, double-check that replies sync back to Myphoner. Sometimes this breaks, especially with custom setups.

What doesn’t work: - Blindly sending 5 follow-ups to everyone. That’s how you get blacklisted. - Ignoring replies or unsubscribes. Not only is it annoying, but it can also get you flagged for spam.

Step 5: Track What’s Working (and What Isn’t)

Automated emails are only as good as the results they get. Myphoner tracks open rates, click rates, and replies (if you set it up right).

How to analyze:

  • Go to Reports > Email Performance.
  • Look for templates with high reply rates—those are your winners.
  • If a follow-up has low opens or high unsubscribes, it’s time to tweak it.

Metrics that actually matter:

  • Replies: The only real sign someone’s interested.
  • Unsubscribes/Spam: If these creep up, dial back your frequency or rework your copy.
  • Open Rate: Nice to know, but not as important as replies.

Don’t get distracted: Fancy dashboards look great, but if no one’s replying, nothing else matters.

Real-World Tips (and What to Ignore)

  • Keep It Human: Even automated, your emails should sound like you. Avoid templates that sound stiff or generic.
  • Don’t Over-Automate: Set a hard stop after 2-3 follow-ups. If they’re not biting, move on.
  • Personalization Beats Volume: A little context (“Saw your recent blog post...”) goes further than blasting 500 identical emails.
  • Watch Deliverability: If your open rates tank, check your sending domain and avoid sending too many emails in one go.
  • Skip the Gimmicks: Adding “RE:” to your subject line when you haven’t emailed before? That’s just asking for trouble.

Wrapping Up: Keep It Simple and Iterate

Automating follow-up emails in Myphoner isn’t rocket science, but it does take some setup and attention. Start with one or two templates, automate the basics, and see what actually gets replies. Tweak, don’t tinker endlessly. The best system is the one you’ll actually use—so keep it lightweight, stay human, and let the robots do just enough to make your life easier (not awkward).

Now get your follow-ups off your mind—and back into your prospects’ inboxes.