Set up and steer follow-up sequences

A sequence is a planned chain of follow-up emails that Flino sends automatically after the offer is out. You build sequences once and activate them on individual offers.

Create a sequence

1. Go to Sequences on the left.
2. Click Start new sequence (or pick a template as a starting point).
3. Give it a name and an optional description.
4. Toggle Active on (otherwise you can’t use it on offers) and optionally Set as default.
5. Add steps — for each step:
   • Delay in days since the previous email
   • Salutation style (formal / informal)
   • Subject
   • Generation mode plus the matching input field — see the next section
6. Save.

![Screenshot: sequence editor with three steps](TODO)

The three modes for the email content

Per step you pick one of three modes. They differ in how much the AI writes for you.

”I write it myself”

You write subject and body yourself. Variable placeholders like salutation, first name, or offer title can be inserted anywhere — Flino fills them in at send time.

In this mode you can also load templates from your library: in the Load from template library area, click Load template and pick one of your Templates. Subject and body inherit the content; you can keep editing.

”My text + AI addition”

You write your own text with placeholders as above. Additionally, you can add up to two AI slots — spots where Flino inserts a short, context-aware AI text at send time (e.g. a friendly transition line that picks up where the deal stands). You set the frame; the AI only fills the slots.

”AI writes the email”

You only provide a brief (e.g. “Friendly check-in, propose a meeting”). The AI writes subject and body in full — based on your brief, the offer data, and the prior conversation.

Which mode when? If your wording must sit, pick “I write it myself”. For variation without losing control, pick “My text + AI addition”. To hand over fully, pick “AI writes the email”.

Acceptance and booking link variables

In the “I write it myself” and “My text + AI addition” modes you can use optional variables for the online acceptance link ({{offer_acceptance_link}}, {{offer_acceptance_cta_block}}) and a booking link ({{booking_link}}, {{booking_cta_block}}). Both groups are off by default and must be enabled under Settings → Email (the booking link also needs an HTTPS URL). Details and behaviour: Templates.

Activate a sequence on an offer

1. Open the offer.
2. In the Follow-up automation area → Select sequence… dropdown.
3. Click Activate.

Toast “Sequence active — next email on [date]”. The offer now shows:

• Sequence active badge
• Step X of Y
• Next email: [time]
• Guarantees card: “Stops automatically on customer reply” / “Sending only Mon–Fri 9am–11am | public holidays are skipped”

Send window

Flino sends follow-ups deterministically in a fixed time window:

• Weekdays: Monday to Friday
• Time: 9am–11am Europe/Berlin
• Holidays: German public holidays are skipped

If the next due send is outside the window, Flino moves it to the next valid slot.

The send window is fixed. There is no UI setting and no hidden config to adjust the send times — Mon–Fri, 9am–11am Europe/Berlin applies to every workspace.

Pause a sequence

Click Pause on the sequence card. The next planned email stops immediately. Toast “Sequence paused.”.

Automatic pauses

Flino pauses sequences on its own too — with one of these reasons:

Pause reason	Meaning
Customer reply received	A reply has come in; you take over
Paused manually	You paused it
Call logged	You logged a reaction or a call in Flino
Email undeliverable	The last email bounced
Missing data	Required data (e.g. email address) is missing
Mailbox disconnected	Gmail connection is gone
Send failed	The last send failed technically
No credits	AI credits exhausted — sequence pauses with the notice “Follow-up paused: no credits left” plus a link to billing

Out-of-office / auto-replies

There is currently no dedicated “out of office” pause reason and no separate OOO banner. An auto-reply is treated like a normal reply:

• The sequence pauses with reason Customer reply received.
• In the activity timeline you see the auto-reply as an incoming email.
• Check yourself whether it is an absence notice and resume the sequence if needed.

Resume a sequence

Click Resume. Flino re-plans the next email based on the next valid send slot. Toast “Sequence resumed.”.

Change a sequence

Want to switch to a different sequence?

1. Click Change sequence.
2. Pick the new sequence.
3. Click Confirm.

The old sequence ends; the new one starts at step 1.

A sequence ends automatically

An active sequence ends automatically when:

• all steps have been sent, or
• the status changes to Won or Lost (e.g. after an acceptance link click).

The card switches to Completed and you see the button Start new sequence in case you want to chase again.

Overview of every follow-up: queue

Go to Queue on the left for the central overview of every running sequence. Tabs:

• Active — sequences currently sending mail
• Paused — with the visible pause reason
• Completed
• All

You see at a glance where Flino is doing things — and where you, as a human, should step in.

Common error cases

Problem	Fix
”No sequences available”	Create a sequence under Sequences
”Email address missing” when activating	Add the contact’s email first
”Follow-ups can only be activated once a contact is assigned”	Assign a contact to the offer
Sequence paused with “Mailbox disconnected”	Reconnect Gmail in Settings