Email Notifications

This page summarizes the workflows that generate email notifications related to the conversation process.

Email notifications sent by the Coordinator use the [e-mail] address. When sent on behalf of the Host, notifications use the Host's email as the "reply to" address.

Notification	Sender	Recipient	Related Process
Conversation Creation Confirmation	Coordinator	Host	Conversation Preparation
Recording Request	Coordinator	Host	Interview Creation
Interview Creation Confirmation	Coordinator	Host	Interview Creation
Invitation	Host or Coordinator	Participant	Online Enrollment
Enrollment Response	Coordinator	Participant	Online Enrollment
Interviews Analysis	Coordinator	Host and Participant	Virtual Interviewing
Meeting Summary	Coordinator	Participant	Plenary Conversation

Conversation Creation Confirmation

• Purpose: Notify the Host that a record was created in the Conversations table.

• Trigger: The submission of the New Conversation Zapier Interface form.

• Action: The Add New Conversation to Conversations Table creates a new record in the Conversations table and emails a confirmation to the Host.

Sample Conversation Creation Confirmation 2025-04-11

Recording Request

• Purpose: Notify the Host of the need to record questions for the (VideoAsk) virtual interview.

• Trigger: The Coordinator clicks a Zap button within the Conversations data table.

• Action: The Send Recording Request to Conversation Host Zap sends an email prompt from the Coordinator to the Host. The email includes the Topic and Conversation ID field values associated with the conversational couplet.

Sample Recording Request 2025-04-11

Interview Creation Confirmation

• Purpose: Notify the Host to start inviting Participants.

• Trigger: The Coordinator clicks a Zap button in the Conversations data table.

• Action: The Send Interview Creation Confirmation to Host Zap sends an email from the Coordinator to the Host, prompting the sending of invitations.

Sample Interview Creation Confirmation 2025-04-11

Invitation

Host-Initiated

Use the Invitation Link Generator to construct personalized invitation links having the correct URL parameters.

• Purpose: Invite a prospective Participant to enroll in the conversational couplet.

• Trigger: The Host distributes invitations via email or a landing page, including a custom link to an online enrollment form prepared by the Coordinator. The link must incorporate the conversation_id and topic URL parameters and should include the first_name, last_name, and email parameters.

• Action: When a Participant submits the enrollment form, a webhook is sent to the Create Conversation Participant Record Zap.

Coordinator-Initiated

• Purpose: Invite a prospective Participant to enroll in the conversational couplet.

• Trigger: The Coordinator initiates the Send Conversation Invitations to LACRM push Zap after adding names and emails to a group in Less Annoying CRM.

• Action: The Zap sends an email invitation to the members of the LACRM group. When a Participant submits the enrollment form, a webhook is sent to the Create Conversation Participant Record Zap.

Enrollment Response

• Purpose: Confirm enrollment or add a Participant to the waitlist.

• Trigger: An enrollment submission by a Participant sends a webhook to the Respond to Enrollment Submission Zap.

• Action: The Zap conditionally does one of two things:

  • Adds the Participant to the Conversation Participants table Participant and sends an enrollment confirmation email to the Participant

  • Adds the Participant to the Waitlisted Participants table and sends a waitlist notice to the Participant

Sample Enrollment Confirmation 2025-04-11

Interviews Analysis

• Purpose: Provide Participants with the synthesis of their collective interview responses.

• Trigger: The Coordinator clicks the Share Interview Analysis button in the Conversations table.

• Action: The Share Interview Analysis Zap emails the interviews analysis to the Host and Participants.

Meeting Summary

• Purpose: Share a summary of the plenary conversation with the Participants.

• Trigger: The Coordinator clicks the Share Meeting Summary button in the Conversations table.

• Action: The Share Meeting Summary Zap emails the meeting summary to the Participants.