Tier Playbooks
Strategy by lead quality. VIP, Hot, Warm, and Cold each get their own playbook so high-intent leads get treated differently from colder ones.
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FeatureAutomated Follow-up
Follow up automatically — on your terms
When a lead is scored into a tier, YouEx.ai can draft or send the right email based on playbooks, topics, and send controls you configure — without losing oversight when you need it.
From score to send
1
Score
Lead enters a tier
2
Match
Procedure by source
3
Draft
Always created first
4
Send
If mode allows
Why it matters
Scoring and routing only help if someone actually follows up. Most teams lose momentum between “qualified lead” and “first email” — drafts sit unfinished, VIP leads wait as long as cold ones, and nobody knows which source needs a different message.
Automated follow-up closes that gap with a four-layer system: tier playbooks → emailing procedures → email topics → send controls. Configure it once in the Revenue Agent / Tier Playbook area; every scored lead can run the path you defined.
The system
Four layers. One clear path.
Each layer answers a different question — so automation stays intentional instead of becoming a black box.
Emailing Procedures
What happens automatically when a lead enters a tier — by lead source. Draft for review, or draft and send.
Email Topics
Reusable messaging themes the AI uses to build subject and body — or swap in your own fixed copy.
Send controls
Choose draft-only, send immediately, or auto-send after a delay measured in minutes, hours, or days.
How it works
From scored lead to drafted or sent email
Step 1
Lead gets scored into a tier
When scoring finishes, YouEx.ai checks whether tier-playbook emailing should run for that lead — including retry paths when something blocked the first attempt.
Step 2
Matching procedure is found
The system looks up the emailing procedure for your workspace, the lead’s tier (VIP / Hot / Warm / Cold), and the lead source — or a catch-all “All Sources” rule.
Step 3
A draft is always created
Active procedures are tied to an Email Topic. YouEx.ai generates or reuses a draft for that tier run so every automated path leaves a reviewable record in the CRM.
Step 4
Send mode queues delivery
If the procedure is set to Send, the system validates the lead email, do-not-contact status, and sender identity — then queues the send, optionally after your configured delay.
Draft vs auto-send
Choose how much automation you want
Every emailing procedure has an explicit mode. You’re never guessing whether the system will fire on its own.
Draft Email
Create a personalized draft for your rep to review, edit, and send when they’re ready. Full control stays with the human.
Send Email
Create the draft and queue automatic delivery — immediately, or after a delay you set in minutes, hours, or days.
Email Topics
Messaging that stays on-brand
Topics are reusable content objects — title, keywords, and body guidance with markdown/HTML support. Procedures point at a topic, then choose how copy is produced.
Generate From Topic
AI writes a fresh subject and body each run, shaped by tone, length, personalization weights, and procedure context for that tier + source path.
Use Custom Copy
Save a fixed subject and body to reuse every time — when you want the same message, not a regenerated one.
Sender identity
Mail goes out from the right identity
- 1
Assigned user first
Auto-send prefers the assigned rep’s connected mailbox when available.
- 2
Executive Agent fallback
If the assigned sender isn’t available, YouEx.ai falls back to the Executive Agent sender context.
- 3
Provider order
For scheduled and manual sends: Gmail (if connected and enabled), then Outlook, then Resend as a workspace-managed fallback.
Safety rails
Auto-send never fires blindly
Delivery is blocked when any of these are true — so compliance and mailbox health stay ahead of speed.
- Lead is marked Do Not Contact
- Linked contact is Do Not Contact
- No lead email exists
- No sender identity is available
When auto-send can’t run
Draft stays unsent
The email remains in the CRM with a clear reason — nothing is quietly discarded.
Execution is marked retryable
Failed runs are tracked so your team (and the system) can see what blocked delivery.
Retry is scheduled
Follow-up is re-queued rather than dropped, so a temporary gap doesn’t kill the sequence.
Who controls what
Admins set the rails. Reps stay in the loop.
Admins
- Add, edit, or delete emailing procedures per tier and lead source
- Choose Draft vs Send, and set send delay
- Pick the topic, generation style, tone, length, and personalization
Reps
- Generate from a topic, save drafts, send now, or schedule in their local timezone
- See when a draft is already queued or scheduled
- Stay in the loop even when automation handles the first touch
Beyond tier procedures, scheduled send is also available from the draft UI and via MCP (`schedule_email_draft`) — so automation and assistants share the same outbound path. Learn about MCP →
At a glance
Timely outreach without losing control
- Strategy by tier — VIP through Cold get different automated behavior
- Source-aware rules — procedures target a specific lead source or All Sources
- Always a draft — every automated run leaves a CRM trail
- Human or hands-off — draft for review, or auto-send with optional delay
- Safety first — do-not-contact, missing email, and missing sender block auto-send
- Retries, not silence — blocked sends keep the draft and schedule a retry
FAQ
Common questions
Does every lead get an automatic email?
Only when you configure an emailing procedure for that tier and lead source. You choose Draft or Send per procedure — automation never invents a path you didn’t set up.
Can I review emails before they go out?
Yes. Set the procedure to Draft Email and the AI creates a personalized draft for reps to review, edit, and send. Send mode is opt-in when you want hands-off delivery.
What if auto-send can’t run?
The draft stays unsent with a reason, the run is marked failed/retryable, and a retry is scheduled. Follow-up isn’t silently dropped because of a temporary block.
Can reps still send manually?
Absolutely. Reps can generate from a topic, save drafts, send immediately, or schedule a send — and see when automation already queued something for that lead.
Scored leads deserve a first email that ships.
Configure tier playbooks once — draft for review or auto-send with delay — and keep every follow-up on-brand, source-aware, and safety-checked.