Stay in touch

Quin's Stay in touch workflow drafts personalized emails to people you haven't contacted in a while so relationships don't go cold.

You choose how many days Quin should wait and which group of people each cadence covers. Quin only drafts an email when it has a real reason to write, like a recent milestone, a relevant article, or something the person mentioned last time. Every draft is saved to your Drafts folder in your voice, and nothing is sent for you.

Before you begin

Connect your email account in Settings > Integrations. Quin looks through your sent mail to find who you last emailed and when.

How to set it up

1. Go to Settings > Workflows > Stay in touch and click Enable workflow
2. Under Use these email accounts, toggle on the accounts Quin should look through
3. Under Cadences, choose how many days to wait and describe who the cadence is for, like "Prospects with open deals" or "My clients." Leave the description blank to include everyone on that cycle.
4. Click Add cadence to target another group on a different schedule (optional)
5. Under Maximum emails per day, choose the most drafts Quin should create in a single day
6. Click Add instructions to customize how Quin writes (optional)
7. Add addresses to Ignore emails to for anyone Quin should never draft for (optional). Enter full addresses or domains like "@company.com" with each one on its own line.

Instructions tell Quin how to write your check-ins, like "Keep emails under four sentences" or "Never mention pricing." Admins can also click Add company instructions to set instructions that apply to every team member's stay in touch emails. Company instructions take precedence over anything a team member adds on their own.

For example, you might set a 30-day cadence for "Clients with active projects" and a 90-day cadence with no description for everyone else.

What to expect

Each day, Quin checks your sent mail for people whose last email from you matches one of your cadences. For each person, Quin looks for a specific reason to reach out and drafts a short, personal email in your voice. If Quin can't find anything worth saying, it skips that person rather than sending a generic check-in. Drafts appear in your email Drafts folder for you to review, edit, and send when you're ready. If more people qualify than your daily maximum allows, Quin picks up the rest on a later run.

Who Quin drafts for

Quin skips internal mail, newsletters, and any address listed in Ignore emails to. When a cadence has a description, Quin only drafts for people who match it, so "Prospects with open deals" leaves out clients and vendors.

Troubleshooting

Drafts aren't being created

• Verify the workflow is turned on in Settings > Workflows > Stay in touch
• Check that the right accounts are toggled on under Use these email accounts
• Confirm enough days have passed since you last emailed the person to match a cadence
• Quin skips people when it has nothing specific to say, so not every match gets a draft
• Verify your email account is still connected in Settings > Integrations

Quin is drafting emails to the wrong people

• Add a description to your cadence so Quin only targets a specific group
• Add the address or domain to Ignore emails to
• Partial matches are supported, so "@vendor.com" excludes everyone at that company

Too many drafts are piling up

• Lower your Maximum emails per day
• Lengthen your cadences so Quin reaches out less often
• Add instructions that tell Quin when not to write, like "Skip anyone I've met with in the last month"

The drafts don't sound like me

• Add instructions about tone, length, and sign-off
• Edit drafts before sending them, since Quin learns your style from the emails you send