How to Use Salesflare to Follow Up Event Leads by Email

The short answer: connect your mailbox and calendar, add Salesflare's website tracking, import the event list with a custom field for the event, build an email workflow whose audience is that field and whose goal is a reply, set a sending window below your mailbox quota, then watch hotness and replies, create follow-up tasks for sales, and read the workflow's analytics after two weeks.

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The job: you came back from a trade show or ran a webinar, and you hold a list of a few hundred people who met your team once. Most of them get one generic email, and the warm ones go cold while sales works through the rest. Salesflare can send a short sequence from a real mailbox, stop it for anyone who replies, and show which accounts are warming up. For what the product is and costs, see the Salesflare glossary entry.

Before you send:

• Check the quota against the list. For example, 1,500 event leads from a personal Gmail account, capped at 500 emails a day per Salesflare's quota article, take 1,500 / 500 = 3 days for the first email alone; a Google Workspace mailbox at 2,000 a day sends it in one.
• Use the list you already have. The registration export or the badge-scan file is your import file. Add one column with the event's name.
• Set the bar before the first send. Salesflare's deliverability guide suggests reworking a workflow when opens fall below 20 to 30% or replies below 5 to 10%. Write down which side of that line you expect to land.

What you need

• Salesflare Pro for a sequence of more than one email; the Growth plan sends one-step workflows only, per the workflow guide. Pro is €49 per user a month billed annually, or €64 monthly, on the pricing page, checked on 24 October 2026.
• A business mailbox on Google Workspace or Microsoft 365 with SPF and DKIM set up, as the deliverability guide recommends.
• A basis for emailing each person. Article 13 of the ePrivacy Directive requires prior consent for direct marketing email to individuals, with an exception for your own customers and similar products, and leaves company recipients to national law. Badge scans and webinar sign-ups do not settle that on their own; check what the registration form said.

Step 1: Connect your mailbox and calendar

Sign up with Google or Microsoft. Once both are connected, Salesflare starts creating contacts and filling account timelines with past emails and meetings, per its email sync article. Let the sync run before you import, so the people on the list who already wrote to your team arrive with their history.

Step 2: Add the website tracking script

Visits to your site count toward an account's hotness, so install the script before the first email goes out. In Salesflare, go to Settings, Applications & Integrations and copy the website tracking script; in Google Tag Manager, create a Custom HTML tag with it, trigger it on all page views and publish, following the tracking guide. Your cookie banner decides whether that script may run for a given visitor.

Step 3: Import the event list

First create the custom field: Settings, Customize fields, the blue plus button, a field such as Event. Then go to Settings, Import data, per the import guide. Import accounts first, with their website domains, then contacts with an account name that matches the account exactly. The file must be a CSV under 10 MB with a header row, and dates in YYYY-MM-DD format. Map every column to a field; unmapped columns show in blue.

Step 4: Build the workflow

Go to Workflows and click Create Workflow, as the workflow guide describes. In Enter if, filter contacts on Event equals the event's name. Set the goal to "A contact replies to any email", so anyone who answers stops receiving the sequence, and choose after how many days of no movement a contact exits.

Write two or three short emails. Personalise with merge fields from the list under the compose window and give each a fallback, such as #{{ first_name | fallback="there" }}, per the merge field article. Tick "as reply" on the follow-ups to keep them in one thread, and make each send depend on the previous one not being replied to. Leave tracking on, and add the unsubscribe link on each step.

Step 5: Send inside the quota

Under Send between and On, choose office hours on weekdays. Then lower the rate under Settings, Email settings, Set quota: the deliverability guide says less is more, and the quota article explains that emails over the quota simply wait for the next hours or days. Leave the box "Email contacts who match this filter in the future too" unticked, so the workflow ends with this event's list.

Step 6: Hand the warm ones to sales

Salesflare scores hotness from opens, clicks, site visits and emails exchanged in the past seven days and notifies you when an account turns hot, per the hotness article. Filter accounts by hotness each morning. To turn a reply into a task without anyone watching, Zapier's New Workflow Step Event trigger can create a task in Salesflare when a contact replies to a specific email, per the workflow automation article.

Step 7: Ask an assistant for the shortlist

Salesflare connects to Claude and ChatGPT through their directories, or as a custom MCP connector at mcp.salesflare.com, per its AI guide. Connect it, enable only the lookup tools, and ask something like: using Salesflare, list the accounts with the Event field set to this event that are hot this week, with a one-line summary of each timeline.

The assistant drafts the shortlist; the sales lead reads it against the accounts list before anything is assigned. The same guide advises starting with read-only questions and reviewing every change an assistant proposes before it creates tasks or updates records.

Step 8: Read the results

After two weeks, open the workflow. Entered, In, Exited and Met goal show where the list stands, and each step shows Sent, Interacted, Replied and Failed, per the workflow guide. Hold the open and reply figures against the bar you wrote down before sending.

Problems Salesflare's articles flag

• A workflow that stops. If emails fail to more than 20 contacts, the workflow fails, and a changed email password or revoked Google permission stops sending until you reconnect under Settings, Email settings, per the failing workflow article.
• Account names that almost match. Contacts link to accounts only on an exact name match during import.
• Emailing invalid addresses. The deliverability guide calls a high bounce rate the plainest sign of spam and advises validating the list first.
• A custom SMTP server. Its default quota is 50 emails an hour and 200 a day.

Every contact you sync and every timeline it builds makes the CRM more useful and also harder to replace. Check that the data comes back out, using the export feature listed in the feature list, before the trial becomes a subscription.

FAQ

Can I run this on the Growth plan?

Only as a single email. Multi-step workflows are part of Pro, per the workflow guide, so a sequence with follow-ups needs it.

What happens to people who reply?

With the goal set to a reply, they meet the goal and exit the workflow, so they receive no further steps. Contacts whose email bounces or who unsubscribe exit too, and Salesflare stores that on the contact so they are not emailed again.

Should the AI assistant send the emails?

No. Use it to find and summarise accounts, and keep sending in the workflow, where the quota, goals and unsubscribe link apply. Salesflare's AI guide recommends reviewing any change it proposes.