# Follow up on unanswered Perfect Venue leads

> Find Perfect Venue leads and sent proposals where the guest went quiet after your last email, and send the right template only to those.

Source: https://cotlet.dev/integrations/perfect-venue-api-mcp-server/follow-up-on-unanswered-leads

The guest asked about a Saturday for 40, you answered or sent the proposal, and then nothing. By Thursday the thread has slid down the Inbox under newer inquiries, and nobody on the team remembers who owes whom a reply.

Cotlet does it in your own Perfect Venue account with list\_events, list\_messages, list\_email\_templates, send\_email and set\_event\_status, called by your AI agent, an n8n workflow or a script.

[Request access](https://cotlet.dev/app/signup?app=perfect-venue) [All Perfect Venue tools](https://cotlet.dev/integrations/perfect-venue-api-mcp-server)

Hosted · nothing to install or maintain

Official options

## Can Perfect Venue do this on its own?

Perfect Venue has no API to read the Inbox or send email (checked 12 Oct 2026). In Settings > Email, Automated Reminder Emails go out by event stage, by days before or after the event date and by event type, so they fire on the calendar whether or not the guest has answered. Event Assistant drafts AI Reply messages per stage, including a Proposal Sent follow-up, but only First Reply can send on its own, and only as the first answer to a new inquiry. Automated Tasks (Premium and Enterprise) remind a team member; they send nothing to the guest. No native setting sends a follow-up only when the guest went silent after your last email.

By hand

## How you do it in Perfect Venue today

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.

With an agent

## How to follow up on unanswered Perfect Venue leads

Prompt

```
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.

### What you get back

Example data

```
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"?
```

### Other ways to ask

- Every weekday at 9:00, follow up only on Proposal Sent events where the proposal is older than 5 days and the guest has not signed.
- Which of my leads for December have not heard from us in a week? List them, do not send anything.
- Follow up on Maria's events only, with the "Holiday party check-in" template.
- List every open lead where the guest wrote last, so I can answer them myself first thing.

Before you automate it

## What Perfect Venue allows, and what to know first

- 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](https://help.perfectvenue.com/knowledge/how-to-make-and-edit-email-templates) · [Perfect Venue Help: Inbox Explained](https://help.perfectvenue.com/knowledge/inbox-explained) · [Perfect Venue Help: Event Statuses Explained](https://help.perfectvenue.com/knowledge/event-statuses-explained) · [Perfect Venue Help: Log Activity](https://help.perfectvenue.com/knowledge/log-activity-premium-feature) · [Perfect Venue Help: Opens & Clicks](https://help.perfectvenue.com/knowledge/opens-clicks) · [Perfect Venue Help: Notification Settings](https://help.perfectvenue.com/knowledge/notification-settings)

REST

## Call send\_email from a script

curl

```
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?"}'
```

Example response

```
{
"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.

[Schedule it in n8n, Make, Zapier or cron](https://cotlet.dev/integrations/perfect-venue-api-mcp-server#automations)

Tools

## Perfect Venue tools this automation uses

__Cotlet Perfect Venue tools used to follow up on unanswered Perfect Venue leads__
| Tool | Parameters |
| ---------------------- | ------------------------------------------------- |
| list\_events | status, from, to, venue\_id, owner, limit, cursor |
| list\_messages | event\_id |
| list\_email\_templates | none |
| send\_email | event\_id, template\_id, subject, body |
| set\_event\_status | event\_id, status, reason |

[All 14 Perfect Venue tools with descriptions](https://cotlet.dev/integrations/perfect-venue-api-mcp-server#tools)

## Frequently asked questions

### Will it clash with my automated reminder emails?

It can if both target the same stage. Automated Reminder Emails in Settings > Email fire on stage and days around the event date. Tell the agent which ones are switched on, or turn the stage reminder off and let the reply-based follow-up take its place.

### Does a call logged with Log Activity count as contact?

In Perfect Venue, Log Activity (Premium and Enterprise) puts the call into the email thread and updates the Last Contacted column. Mention in your prompt that logged calls count, and the agent treats a recent logged activity like a recent email.

## More Perfect Venue automations

- [Create Perfect Venue leads from emails and phone calls](https://cotlet.dev/integrations/perfect-venue-api-mcp-server/create-leads-from-emails)
- [Send Perfect Venue balance due reminders](https://cotlet.dev/integrations/perfect-venue-api-mcp-server/send-balance-due-reminders)
- [Perfect Venue API and MCP server: every tool](https://cotlet.dev/integrations/perfect-venue-api-mcp-server)
- [All use cases](https://cotlet.dev/use-cases)

## Give your agent access to Perfect Venue.

Free 7-day trial with 5,000 credits, no card needed. Cotlet is independent and not affiliated with Perfect Venue.

[Request access](https://cotlet.dev/app/signup?app=perfect-venue)