Action Emails

Automate lead management by sending structured emails to VenueAI.

Your Action Email Address

Find your unique email address at: https://app.venueai.com/settings/integrations

It will look like: abc12345@leads.venueai.com        

What You Can Do

Send emails to perform these actions:

  • Add new leads manually
  • Schedule tours
  • Mark clients as booked
  • Push follow-up messages

1. Add New Lead

Use this to manually add a lead to your system.

Subject: [ACTION:NEW_LEAD]        

Email Body:

NAME: Sarah Johnson
EMAIL: sarah.johnson@gmail.com
PHONE: (305) 555-1234
EVENT_DATE: 2025-12-15
GUEST_COUNT: 150
EVENT_TYPE: Wedding
SOURCE: The Knot
NOTES: Met at bridal expo, very interested in our garden package

Required Fields:

  • EMAIL         - Lead's email address
  • NAME         - Lead's full name

Optional Fields:

  • PHONE         - Phone number
  • EVENT_DATE         - Date of their event (YYYY-MM-DD format)
  • GUEST_COUNT         - Expected number of guests
  • EVENT_TYPE         - Type of event (Wedding, Corporate, etc.)
  • SOURCE         - Where the lead came from (Instagram, Wedding Wire, etc)
  • NOTES         - Any additional information

Optional Tour Fields:

  • TOUR_DATE         - Date of tour (YYYY-MM-DD or MM/DD/YYYY)
  • TOUR_TIME         - Time of tour (defaults to 10:00 AM)
  • TOUR_GUIDE         - Name of staff member conducting tour (recommended)
  • TOUR_GUIDE_EMAIL         - Email of staff member conducting tour
  • DURATION         - Length in minutes (defaults to 60)
  • LOCATION         - Specific meeting location

Common Timezones:

  • America/New_York         - Eastern Time
  • America/Chicago         - Central Time
  • America/Denver         - Mountain Time
  • America/Los_Angeles         - Pacific Time

Tip: If you're adding a brand new lead who already has a tour scheduled, use [ACTION:NEW_LEAD]       with tour fields instead of sending two separate emails.

2. Schedule Tour

Use this to book a tour for an existing lead.

Subject: [ACTION:TOUR_SCHEDULED]        

Email Body:

EMAIL: sarah.johnson@gmail.com
TOUR_DATE: 2025-11-20
TOUR_TIME: 2:00 PM
TIMEZONE: America/New_York
TOUR_GUIDE: Maria Garcia
TOUR_GUIDE_EMAIL: maria@venue.com

Required Fields:

  • EMAIL         - Lead's email address to find them in your system
  • TOUR_DATE         - Date of tour (YYYY-MM-DD or MM/DD/YYYY)

Optional Fields:

  • TOUR_TIME         - Time of tour (defaults to 10:00 AM)
  • TIMEZONE         - Timezone for the tour time (defaults to your venue's timezone)
  • TOUR_GUIDE         - Name of staff member conducting tour (recommended)
  • TOUR_GUIDE_EMAIL         - Email of staff member conducting tour
  • PHONE         - Can use instead of email to find lead
  • DURATION         - Length in minutes (defaults to 60)
  • LOCATION         - Specific meeting location
  • IS_VIRTUAL         - TRUE if the tour is virtual, FALSE for in-person. Optional. Default: FALSE.

Common Timezones:

  • America/New_York         - Eastern Time
  • America/Chicago         - Central Time
  • America/Denver         - Mountain Time
  • America/Los_Angeles         - Pacific Time

3. Mark Client Booked

Use this when a client signs a contract or books your venue.

Subject: [ACTION:CLIENT_BOOKED]        

Email Body:

EMAIL: sarah.johnson@gmail.com
EVENT_DATE: 2025-12-15

Required Fields:

  • EMAIL         - Lead's email address

Optional Fields:

  • EVENT_DATE         - Date of their event
  • FIRST_NAME         - Update first name
  • LAST_NAME         - Update last name
  • NAME         - Update full name

4. Push Follow-ups

Use this to delay all scheduled follow-up messages for a specific lead.

Subject: [ACTION:PUSH_FOLLOWUPS]        

Email Body:

EMAIL: sarah.johnson@gmail.com
TIMEFRAME: 3 days

Required Fields:

  • EMAIL         or PHONE         - To identify the lead
  • TIMEFRAME         - How long to delay (e.g., "2 hours", "3 days", "1 week")

Examples:

  • 2 hours         or 2h        
  • 3 days         or 3d        
  • 1 day        

5. Tour Cancelled

Use this when a client cancels their scheduled tour.

Subject: [ACTION:TOUR_CANCELLED]       

Email Body:

EMAIL: sarah.johnson@gmail.com
TOUR_DATE: 2025-11-20
TOUR_TIME: 2:00 PM
REASON: Client requested to cancel

Required Fields:

  • EMAIL        - Lead's email address to find them in your system

Optional Fields:

  • TOUR_DATE        - Date of the tour to cancel (if not provided, uses lead's current tour date) (YYYY-MM-DD or MM/DD/YYYY)
  • TOUR_TIME        - Time of tour (helps match exact event if multiple on same day)
  • TIMEZONE        - Timezone for the tour time (defaults to your venue's timezone)
  • REASON        - Why the tour was cancelled (for your records)
  • PHONE        - Can use instead of email to find lead

What happens:

  • If TOUR_DATE is provided, the matching calendar event is marked as cancelled
  • If TOUR_DATE is omitted, uses the lead's current tour date (or just updates their stage if no tour exists)
  • If the lead has no other future tours scheduled, they're moved to the "Tour No-Show" stage
  • Follow-up sequences are triggered automatically

6. Tour Rescheduled

Use this when a client reschedules their tour to a new date/time.

Subject: [ACTION:TOUR_RESCHEDULED]       

Email Body:

EMAIL: sarah.johnson@gmail.com
OLD_TOUR_DATE: 2025-11-20
OLD_TOUR_TIME: 2:00 PM
NEW_TOUR_DATE: 2025-12-10
NEW_TOUR_TIME: 3:00 PM
TOUR_GUIDE: Maria Garcia

Required Fields:

  • EMAIL        - Lead's email address to find them in your system
  • OLD_TOUR_DATE        - Date of the original tour (YYYY-MM-DD or MM/DD/YYYY)

Optional Fields:

  • NEW_TOUR_DATE        - Date of the new tour (leave blank to clear tour — see below)
  • OLD_TOUR_TIME        - Time of original tour (helps match exact event)
  • NEW_TOUR_TIME        - Time of new tour (defaults to 10:00 AM)
  • TIMEZONE        - Timezone for tour times (defaults to your venue's timezone)
  • TOUR_GUIDE        - Name of staff member conducting the new tour
  • DURATION        - Length in minutes (defaults to 60)
  • PHONE        - Can use instead of email to find lead

What happens:

  • The old calendar event is marked as "rescheduled"
  • A new calendar event is created for the new date/time
  • The lead stays in the "Tour Scheduled" stage with the updated tour date
  • Tour reminder sequences are reset for the new date

Clearing a Tour (Blank NEW_TOUR_DATE):

  • If the couple needs to pick a new time but hasn't chosen one yet (e.g., their requested time was declined), leave NEW_TOUR_DATE blank:
EMAIL: sarah.johnson@gmail.com
OLD_TOUR_DATE: 2025-11-20
OLD_TOUR_TIME: 2:00 PM
NEW_TOUR_DATE:

This will:

  • Cancel the old calendar event
  • Clear the lead's tour date
  • Keep the lead in "Tour Scheduled" stage (not treated as a cancellation)
  • Pause follow-up sequences until a new tour is scheduled

Once they pick a new date, send a regular [ACTION:TOUR_SCHEDULED] to book it.

7. Update Lead

Use this to update information on an existing lead (name, tour guide, event details, etc.).

Subject: [ACTION:UPDATE_LEAD]        

Email Body:

NAME: Sarah Johnson
EMAIL: sarah.johnson@gmail.com
TOUR_GUIDE: Maria Garcia
EVENT_TYPE: Wedding
SOURCE: The Knot

Required Fields:

  • EMAIL or PHONE         - To identify the lead

Optional Fields:

  • NAME         - The leads name
  • PHONE         - Phone number
  • EVENT_DATE         - Date of their event (YYYY-MM-DD format)
  • GUEST_COUNT         - Expected number of guests
  • EVENT_TYPE         - Type of event (Wedding, Corporate, etc.)
  • SOURCE         - Where the lead came from (Instagram, Wedding Wire, etc)
  • INTERNAL NOTES         - Notes for your team (appends to existing internal notes)
  • TOUR GUIDE         - Name of staff member assigned to the tour

8. Reply to Lead

Use this to process a reply from a lead — whether they replied via a platform (WeddingPro, Zola, etc.) or directly by email. This will log the reply on their conversation, update the cadence, and trigger an AI reply if enabled.

Subject: [ACTION:REPLY]    

Email Body:

EMAIL: sarah.johnson@gmail.com
MESSAGE: Yes we'd love to schedule a tour! Does Saturday work?
SOURCE: WeddingPro
WP_EMAIL: reply-abc123@member.theknot.com

Required Fields:

Field Description
EMAIL (or WP_EMAIL/ZOLA_EMAIL) At least one email identifier to match the lead
MESSAGE The reply content from the lead

Optional Fields:

Field Description
NAME Lead's name (updates lead if currently blank)
SOURCE Where the reply came from (WeddingPro, Zola, Email, etc.)
WP_EMAIL WeddingPro/The Knot/Hitched platform proxy email for reply routing
ZOLA_EMAIL Zola platform proxy email for reply routing
EMAIL Lead's real email address (if known)

Notes:

  • If the lead is archived, they will be automatically unarchived along with their conversation
  • If SOURCE is a platform name (WeddingPro, Zola, The Knot, etc.), the reply is logged as a platform reply. Otherwise it's logged as a standard email reply
  • The platform proxy emails (WP_EMAIL/ZOLA_EMAIL) are stored on the conversation so future AI replies can be routed back through the correct platform
  • WP_EMAIL and ZOLA_EMAIL are the platform proxy addresses used to route replies back through that platform (e.g., reply-abc@member.theknot.com   or msg-abc@vmkt-message.zola.com  ). When a lead was originally created from one of these platforms, their proxy email is stored on the lead — providing it here allows us to match the reply to the correct lead even when their real email isn't available

Alternative: JSON Format

For technical users, you can send JSON instead of key-value pairs:

Subject: [ACTION:NEW_LEAD]        

Email Body:

{
  "name": "Sarah Johnson",
  "email": "sarah.johnson@gmail.com",
  "phone": "(305) 555-1234",
  "event_date": "2025-12-15",
  "guest_count": 150,
  "notes": "Met at bridal expo"
}

Tips & Best Practices

✅ Always include the [ACTION:TYPE] prefix in your subject line

✅ Use YYYY-MM-DD format for dates (most reliable)

✅ Include timezone when scheduling from different time zones

✅ Field names are case-insensitive (EMAIL, email, Email all work)

✅ Send from any email address - no authentication needed

✅ Send new leads at any stage - The system will create a new lead for a tour or booked event if it can’t find a match.

✅ Sending tours or booked events from any email address - no authentication needed

❌ Don't forget the square brackets in [ACTION:NEW_LEAD]

❌ Don't use typos in action names (must match exactly)

Troubleshooting

"Lead not found" error:

  • For PUSH_FOLLOWUPS, the lead must already exist in your system
  • Use NEW_LEAD first if they're not in your system yet
  • Double-check the email address matches exactly

"Invalid date format" error:

  • Use YYYY-MM-DD format: 2025-12-15        
  • Or MM/DD/YYYY: 12/15/2025        
  • Include time like: 2:00 PM         or 14:00        

Email not processing:

  • Check the subject line has [ACTION:TYPE] exactly
  • Verify you sent to your correct action email address
  • Check for required fields

Wrong timezone:

Need Help?

Contact support at: hello@venueai.com