How to handle replies and book meetings in Rainmaker

When a prospect writes back, Rainmaker stops their sequence (unless you turned Stop on reply off), reads the reply, and drafts an answer for you. Nothing goes out until someone sends it: replies are never sent automatically, even on a campaign that runs on Autopilot.

Sending a reply and booking a meeting need the owner, admin or approver role. Editors can read the inbox but not send.

1. Open the replies that need you

Click Inbox & Meetings in the sidebar. The Needs reply tab lists every conversation waiting on you, across all campaigns, with what the prospect wants (for example Meeting request or Info request). The other tabs show Handled conversations, All of them, and the emails that were Sent or Failed. Filter by LinkedIn or Email, or by campaign.

Click a conversation to open it. Lead info opens the person's details.

Enlarge

2. Review the drafted answer

Under the conversation, Rainmaker's Draft reply is ready to edit. Any fact it states is listed under Sources cited, with a link to the source. Change the wording as you like, then choose:

• Send reply sends it from the mailbox the conversation started in.
• Redraft writes a new version.
• Dismiss drops the draft. The conversation moves to Handled and nothing is sent.

A draft that fails the sourcing check is marked Blocked, with the reason in plain words, for example This draft is blocked: sentence 2 states a fact without a source. Edit it before you send it, or dismiss it.

Enlarge

3. Answer in the prospect's language

Rainmaker drafts each answer in the language the prospect wrote in: English, French, German, Spanish, Italian or Dutch. It goes by their latest message that is long enough to tell, and skips quoted text, signatures and calendar notices. If it cannot tell, it uses the language of your earlier messages in the thread, then English.

This applies to replies only. The language of your outreach is set per campaign.

Enlarge

4. Book the meeting

When a reply agrees to a specific time and that time is free on your calendar, Rainmaker shows the person's name and the time they agreed to above the draft, ending in — Book it? Nothing is booked until you click Book it.

Rainmaker then creates a 30-minute Intro call on the calendar of your workspace's connected mailbox and invites the prospect. You see Meeting booked. RSVP and billing qualification will update from the calendar provider. Send your reply too, so the prospect has your answer in writing.

If the time is no longer free, nothing is booked and Rainmaker says so.

Enlarge

5. Reply on LinkedIn

A LinkedIn reply shows Needs a response — reply assist is in this lead's details. Click Open reply assist. Paste what the prospect sent in Paste what the prospect sent on LinkedIn and click Get a suggested reply. Review and edit the suggestion, then:

• Send on LinkedIn sends it from your connected LinkedIn account.
• If no connected account can send it, you get Mark sent instead: send the message in LinkedIn yourself (Copy and Open profile help), then click Mark sent.

Someone you added from your own LinkedIn network can only be answered from the account they are connected to. If that account cannot send right now, Rainmaker says so and you send it from that account yourself.

Enlarge

6. Track the meeting

Open the Meetings tab at the top of the inbox. Each booked meeting shows its time, campaign and status: Confirmed, Awaiting reply, Qualified, Needs follow-up, Declined, Cancelled or Disputed. Click a meeting to see when it was booked, its time, the prospect's RSVP and the outcome fee. From there you can open the Conversation or Cancel event.

Enlarge

What happens after a meeting is booked

• The sequence stays stopped. With Stop on meeting on (the default), Rainmaker sends no more outreach to that person while the meeting stands.
• The RSVP updates itself when the prospect accepts, declines or marks the invitation as tentative.
• A meeting qualifies once the prospect has accepted the invitation and the meeting time has passed, unless it was cancelled or disputed. The $25 per-meeting fee is charged only on qualified meetings. Rainmaker cannot see whether the call took place, so it goes by the calendar. See how meetings are counted.
• If the time passes without an accepted invitation, the meeting shows Needs follow-up, and Draft follow-up writes a follow-up for you to approve in the inbox.
• If you cancel, Rainmaker cancels the calendar event and reverses any fee. Outreach to that person stays paused until you click Resume outreach. See manage meetings after booking.
• If a qualified meeting should not count, an owner or admin can use Dispute outcome to remove it from billing.