If you’re tired of chasing leads and sending the same follow up email over and over, you’re not alone. Most people drop the ball on follow ups, not because they’re lazy, but because it’s boring, repetitive, and easy to forget. If that sounds like you, and you want a way to automate the whole thing without duct-taping together a dozen tools, you’re in the right place.
This guide is for anyone who wants to use Flipdeck to set up no-nonsense, automated follow up emails—whether you’re in sales, customer success, or just trying to keep your projects moving. I’ll walk you through the actual setup, flag the stuff that’s more trouble than it’s worth, and help you avoid common mistakes.
Why bother automating follow up emails?
Let’s get this out of the way: automation isn’t magic. But if you do it right, you’ll save hours and your contacts won’t fall through the cracks. Here’s what you really get out of automating follow ups with Flipdeck:
- No more "Did I remember to email them?" moments.
- Consistent, timely outreach—even when you’re swamped.
- Fewer manual errors or missed follow ups.
- A little more headspace for actual work.
But don’t expect automation to fix a bad message. If your follow up emails are generic spam, no tool will help. Automation just takes the good habits you want and makes them happen reliably.
What you need before you start
Before we jump into the steps, double-check you have:
- A Flipdeck account (with access to workflows)
- Your contact list organized (CSV, CRM, or wherever you keep it)
- A clear follow up goal (e.g., “remind new leads about our trial,” “check in with customers 1 week post-purchase”)
- A couple of email templates you know work (don’t try to automate untested emails)
If you don’t have these, spend an hour getting your ducks in a row. It’ll save you a world of headaches later.
Step 1: Map out your follow up sequence
Don’t just dump one email into an automation and call it a day. Think through what actually needs to happen. Here’s a proven, simple sequence:
- Initial follow up (sent immediately or next day)
- Reminder (3–5 days later, if no reply)
- Final check-in or break-up (7–10 days after, if still no reply)
You can get fancier, but honestly, most people overcomplicate this. Keep it short and respectful. Nobody likes being nagged by a robot.
Pro tip: Write your follow up emails so that if a human sent them, they’d feel natural—not robotic or pushy. Personalization still matters.
Step 2: Prepare your Flipdeck cards and decks
Flipdeck uses “cards” (bite-sized pieces of info, like an email snippet or resource) and “decks” (groups of cards). You’ll want to:
- Create a new deck for your follow up sequence (e.g., “New Lead Follow Ups”)
- Add a card for each email in your sequence
- Write each email clearly, with placeholders for names or other details you’ll want to personalize
- Attach any links or resources you’d normally send
Take the time to make your cards readable—no walls of text. Think of them like the emails you’d be happy to get.
Step 3: Set up your Flipdeck workflow
Now for the actual automation. Flipdeck workflows are basically “if this, then that” rules for sending cards (your emails) to contacts. Here’s how to set one up:
- Go to the Workflow section in your Flipdeck dashboard.
- Create a new workflow—give it a name you’ll recognize (“Lead Follow Up Sequence”).
- Set the trigger: This could be when a new contact is added to a deck, when a card is shared, or a specific date/time.
- For follow ups, “contact added to deck” is usually easiest.
- Add actions: For each step in your sequence, set:
- Which card to send
- When to send it (immediately, after X days, etc.)
- Condition for sending (e.g., only if no reply/open)
- Personalize: Use Flipdeck’s merge fields so emails include first names, company names, etc. Don’t skip this, or your emails will feel like blasts.
- Review the sequence: Double-check the timing and content. Make sure there are no typos or awkward gaps.
- Test with yourself or a teammate: Always send a test run before going live. This catches 90% of silly mistakes.
Heads up: Don’t try to build a 10-step workflow out of the gate. Start simple; you can always add more steps if you see results.
Step 4: Import your contacts (carefully)
Automation only works if you’re sending to the right people. Sloppy imports lead to angry contacts or, worse, spam complaints.
- Import your contacts into Flipdeck, making sure all fields (names, email, company, etc.) map correctly.
- Segment your contacts—don’t send the same sequence to everyone. Customize for leads, customers, or partners.
- Double-check for duplicates or missing data. Garbage in, garbage out.
If your contact list is a mess, it’s worth cleaning it up first. No amount of automation fixes a junky list.
Step 5: Launch and monitor the workflow
You’re ready to roll. Here’s what to do when you launch:
- Turn on the workflow. Flipdeck will start sending emails based on your triggers and timing.
- Watch the first sends closely. Check for errors, weird formatting, or signs your emails hit spam.
- Monitor engagement: Flipdeck tracks opens, clicks, and replies—use this data. If nobody is opening, tweak your subject lines or timing.
- Be ready to jump in: If someone replies, take over manually. Automation should tee up real conversations, not replace them.
Don’t: - Set it and forget it. - Ignore reply notifications. - Send more than 2–3 emails without hearing back (unless you like being marked as spam).
What works, what doesn’t, and what to ignore
What works
- Short, clear emails: People respond to direct, human follow ups—not long sales pitches.
- Respectful timing: 2–5 days between emails is usually enough. Daily reminders are overkill.
- Personalization: Even basic merge fields help. If it feels like a mass email, it probably is.
What doesn’t
- Over-automation: Don’t automate every step. If someone replies, jump in manually.
- Complicated branching logic: Most people don’t need “if opened but didn’t reply and it’s Tuesday…” logic. Keep it simple.
- Ignoring feedback: If people are unsubscribing or marking you as spam, your sequence needs work.
What to ignore
- Fancy graphics or HTML in follow ups (plain text works best)
- Overly aggressive “last chance!” language
- “Best practices” that make your emails sound like everyone else’s
Pro tips for better automated follow ups
- Review your sequence every month: Are people replying? Are you getting the right outcomes? Adjust as needed.
- Use real data: Test different subject lines, timing, and content. Flipdeck’s reporting helps, but don’t obsess.
- Respect opt-outs: Make it easy for people to unsubscribe or say “not interested.”
- Don’t be a robot: Your tone matters more than your automation tool.
Keep it simple, and iterate
Automating your follow up emails with Flipdeck isn’t rocket science. The real trick is to start with a simple, clear process, watch what happens, and improve as you go. Don’t waste time building a monster workflow on day one. Nail the basics, see what lands, and tweak from there.
You’ll spend less time chasing people, and more time on the stuff that actually matters. And if you mess up? No big deal—just adjust and keep going. That’s the whole point of automation: less busywork, more progress.