Weekly Workflow: Meeting Scheduler Follow-Up

Overview

The Meeting Scheduler Follow-Up workflow automatically drafts a personalized follow-up email after every external meeting—complete with real available time slots from your calendar. Whenever an external meeting ends, AskElephant analyzes the transcript, pulls three genuine 30-minute openings from your calendar, and prepares a ready-to-review draft.

Key Terms

• Workflow: An automated sequence of actions that runs when a specific event occurs (also called a "recipe")

• Trigger: The event that starts the workflow—in this case, the end of a new external meeting

• Run Prompt: The AI instruction node that generates the follow-up email text

• Conversation: An AI chat in AskElephant where the draft appears with full meeting context attached

What This Workflow Does

When an external meeting ends, the workflow analyzes the transcript and attendees and generates a follow-up email that includes:

• A warm greeting thanking attendees

• A concise recap of the main discussion points (3-5 bullets)

• Clear next steps and action items with owners

• Three specific available time slots from your calendar (next two weeks, preferring mornings)

• An enthusiastic close about moving forward

It also:

• Checks your calendar for this week and next week

• Finds real 30-minute gaps between meetings

• Converts all times to EST (adjustable) with clear formatting (for example, Tuesday, October 28 at 2:00 PM EST)

• Creates a conversation in AskElephant with the full context attached so you can review and edit before sending

How to Set It Up

Step 1: Navigate to Recipes

• Log into AskElephant and click Automations in the left sidebar navigation.

• In the Workflows tab click New Workflow

• Select From Recipe

Step 2: Find the Workflow

Search for Meeting Scheduler Follow-Up in the recipes library.

Step 3: Configure the Trigger

• In the New Meeting trigger, set it to run for the correct people or teams

• Make sure External Only is selected so it only runs for customer and prospect meetings

Step 4: Review the Email Prompt

Open the Run Prompt node and review the email generation instructions. Adjust tone, length, or structure if you want different output.

Step 5: Review the Draft

The workflow creates a conversation in AskElephant with the draft and full meeting context. Review, edit, and send from there.

Step 6: Enable the Workflow

• Click the three dots in the top right of the workflow bar

• Select Activate Workflow to turn it on for your workspace

Why This Workflow Is Useful

Keeps momentum after meetings

Reps send timely, professional follow-ups while the conversation is fresh, rather than pushing it to end-of-day admin.

Ends scheduling back-and-forth

Real availability is included in the first email, so there's no "when are you free?" thread before booking the next call.

Saves 10-15 minutes per meeting

Reps skip manual email drafting and calendar checking, which adds up fast across a team running many meetings per day.

Keeps tone consistent across the team

Every follow-up starts from the same structure and voice, so customers get a consistent experience regardless of which rep they met with.

Conclusion

Enable Meeting Scheduler Follow-Up today and your team will have polished, scheduling-ready drafts waiting after every external meeting. If you have questions or need help customizing the workflow, reach out to AskElephant Support via the in-app support widget or at [email protected].

Need Additional Help?

If you have questions or need further assistance, the AskElephant support team is here to help!

You can reach our support team in several ways:

• click the chat button in the bottom right corner of your screen,

• email us at [email protected],

• or use @askelephant support in your dedicated Slack channel.

We're committed to getting you the answers you need as quickly as possible.