Follow up on unanswered Perfect Venue leads

1. Open Home in Perfect Venue and scan the events in the Lead, Qualified and Proposal Sent stages, using the Last Contacted column of the event dashboard to spot the ones nobody has touched for days.
2. Switch to Inbox: the New tab threads every email with the most recent on top and sorts by last emailed date; Premium and Enterprise users can click My Events to see only the events they own.
3. Open each thread to check who wrote last. Perfect Venue shows opens and clicks in the upper right corner of the email activity, but Apple Mail Privacy Protection blocks the tracking pixel, so open counts can read lower or higher than the truth.
4. Reply from the event, pick a saved email from "templates" and let the personalize fields fill in the event details, then send.
5. Repeat for every quiet lead, every day. The leads that slip are the ones whose last email came from you, because a guest reply raises an unread badge in the Inbox and your own sent email raises nothing.

Find my Lead, Qualified and Proposal Sent events where the guest has not answered our last email in 3 days. Send each one the Follow-up template, and after the third unanswered follow-up suggest moving it to Lost.

1. 01

   Collect the open conversations

   The agent pulls Lead, Qualified and Proposal Sent events one status at a time with list_events, and drops any event whose date has already passed, since a late follow-up on a past date reads badly.

2. 02

   Decide who is actually waiting

   For each event it reads the thread with list_messages. If the guest wrote last, the event goes on a "you owe a reply" list for you instead of getting a template. If your team wrote last, it measures the days since that email against the number in your prompt and skips anything newer.

3. 03

   Match the template to the stage

   list_email_templates gives the saved emails. A Proposal Sent event gets the template that points back to the proposal and the deposit; a Lead or Qualified event gets the general check-in. If no template name fits a stage, the agent writes nothing and asks which one to use.

4. 04

   Send with your OK

   Each send_email call goes to the guest from the event thread, so it waits for your approval unless you switched confirmation off. Sending from the thread keeps the reply on the same event instead of starting a new one.

5. 05

   Close out the dead leads

   When a guest has ignored three follow-ups, the agent stops writing and proposes set_event_status lost with the reason "No response". It never moves an event to Lost without your OK, because Perfect Venue hides lost events from Home.

Checked 14 open events (Lead 6, Qualified 3, Proposal Sent 5).
Follow-up sent after your OK: Lee birthday (5 Dec, 40 guests), last email 4 days ago.
Follow-up sent after your OK: Patel engagement dinner (proposal sent 6 days ago, not signed).
Guest wrote last, reply needed from you: Garcia retirement party, asked about the patio.
Skipped, your email is only 1 day old: Nguyen team offsite.
Third follow-up unanswered: Brooks holiday party. Move to Lost with "No response"?

• Perfect Venue sets Proposal Sent by itself when a proposal goes out and Confirmed when the guest signs or pays the deposit, so a lead still in Proposal Sent has not signed.
• Qualified is a manual stage in Perfect Venue: teams use it differently, so a lead may sit in Lead even after your first reply.
• Perfect Venue routes notifications for an event (new messages, payments) to its event owner on Premium and Enterprise, and the venue notification email stops receiving them once an owner is set.
• Moving an event to Lost in Perfect Venue opens a pop-up for a canceled reason; lost events leave Home and show in Calendar with the lost toggle on and in Reports > Events > Lost Reason.

send_email and set_event_status ask for your OK by default. To run it daily without you, switch confirmation off for those tools in your dashboard.

Sources: Perfect Venue Help: Email Templates + Automated Emails · Perfect Venue Help: Inbox Explained · Perfect Venue Help: Event Statuses Explained · Perfect Venue Help: Log Activity · Perfect Venue Help: Opens & Clicks · Perfect Venue Help: Notification Settings

curl https://cotlet.dev/api/v1/perfect-venue/send_email \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"event_id":"ev_8830","template_id":"tpl_followup","subject":"Still looking at Saturday 5 Dec?"}'

{
  "event_id": "ev_8830",
  "status": "sent",
  "to": "lee@example.com",
  "subject": "Still looking at Saturday 5 Dec?",
  "sent_at": "2026-10-11T09:32:00+02:00"
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is perfect-venue_send_email. Example data.

• Create Perfect Venue leads from emails and phone calls
• Send Perfect Venue balance due reminders
• Perfect Venue API and MCP server: every tool
• All use cases