Email Follow Ups

When a visitor chooses to share their email address during a conversation, Privas AI can send a follow-up email that summarizes the discussion or provides additional information.

This feature helps turn a simple website conversation into a longer engagement.

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How Email Follow Ups Work

The email follow-up flow typically works like this:

1. A visitor interacts with the AI representative.
2. During the conversation, the assistant may ask if the visitor would like to share their email.
3. If the visitor provides an email address, the system stores it for the session.
4. After the conversation, Privas AI generates a summary email and sends it to the visitor.
5. Optional CC recipients can also receive a copy.

This makes it possible for teams to follow up on visitor interactions and maintain a record of important conversations.

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Example conversation

During a conversation, the assistant may offer a follow-up email.

After the email is captured, the assistant confirms that the contact has been saved.

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Example email summary

After the conversation, the visitor receives a summary email generated by Privas AI.

This email typically contains:

• a short summary of the conversation
• relevant follow-up information
• the assistant’s closing message

If configured, your internal team members may also receive a CC copy.

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Configuring Email Follow Ups

Email Follow Ups can be configured from the domain settings.

Open Domain Center → Email Settings.

Two components control how follow-up emails work:

• CC Rules
• Prompt Templates

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Step 1 — Configure CC recipients

CC Rules allow you to receive copies of follow-up emails.

This is useful for teams that want to monitor conversations or respond to potential leads.

To add a CC recipient:

1. Open Email Settings
2. Select CC Rules
3. Enter the email address
4. Optionally add a label (Support, Sales, Finance)
5. Click Add CC

You can enable or disable each CC recipient at any time.

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Step 2 — Configure the email template

Prompt Templates control how the email summary is written.

A template includes:

• Subject Template
• Email Body Template
• Optional Closing Message

The AI will use this template to generate follow-up emails based on the conversation.

Only one template can be active per domain.

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What the AI generates

When a follow-up email is sent, Privas AI uses:

• the conversation history
• the active prompt template
• the domain context

This allows the assistant to generate a clear, helpful summary of the interaction.

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Why this matters

Email follow-ups extend the value of your AI representative beyond the website session.

They help you:

• capture visitor contact information
• continue conversations after the chat ends
• share summaries or additional materials
• notify internal teams about important interactions

For many businesses, this turns website conversations into real opportunities.

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What’s next

You can now monitor saved contacts from the platform.

Continue to:

Email Operatios to learn how to check saved email contacts that interact with your AI representative.