Setting Up Agent-Driven Email Nurture in Vanillasoft – Vanillasoft

Agent-Driven Email Nurture is a feature in Vanillasoft that lets callers create and manage their own automated email sequences directly from the caller interface. Rather than relying on admin-configured campaigns, callers can build personalized multi-step sequences, configure automated enrollment triggers, and define follow-up actions based on how contacts engage with their emails.

With Agent-Driven Email Nurture, callers can enroll contacts automatically when specific Result Codes are applied during a call, or add contacts in bulk from their My CRM or My Contacts view. Automated actions triggered by email opens, clicks, and replies can flag high-priority contacts, update lead statuses, or move contacts between campaigns, keeping outreach focused on the most engaged leads.

Before You Start

Before creating an Agent-Driven Email Nurture campaign, confirm the following:

Your email account is connected in Vanillasoft. Campaigns send from your personally connected email account (Google, Microsoft, or SMTP). If you have not connected your email yet, refer to the Connecting Your Email Account in Vanillasoft article for setup instructions.
Only your owned contacts can be enrolled. Contacts you do not own cannot be added to agent-driven campaigns.
Admin email templates are not available in this feature. You will need to create your own templates within the campaign or use templates you have previously saved as a caller.
Campaigns are scoped to a single project. The project where you create your first campaign determines which project this feature is tied to for your account. This cannot be changed after your first campaign is created.
Note: A daily limit of 100 emails per user applies. If a contact is already enrolled in an admin-side nurture campaign, enrolling them in one of your agent-driven campaigns will automatically remove them from the admin campaign.

Creating an Email Nurture Campaign

This section walks you through creating a new Agent-Driven Email Nurture campaign from start to finish.

Log in to Vanillasoft as a Caller.
- If you are logged in as an Admin, switch to Caller from the top menu.
Select My CRM from the top menu.
Select My Campaigns from the left menu.
Select Email Nurture from the top menu.
Click Add New Campaign.
Enter a Campaign Name and configure the sending schedule.
- Set the Sending Hours and Sending Days to control when automated emails are allowed to go out. Emails queued outside these windows will send at the next available time.
In the Event Triggers section, click + Add Result Code Trigger to configure which Result Codes will enroll or remove a contact from this campaign.
- A row appears with two drop-downs. Select the Result Code from the first drop-down, then select Add to Campaign or Remove from Campaign from the second.
- Click + Add Result Code Trigger again to configure additional Result Codes. Repeat as many times as needed.
Click + Add Email Response Action to define an automated action that fires when a contact engages with one of your emails.
- In the If the contact drop-down, select the engagement event:
  - Opens an email
  - Clicks on a link
  - Replies to an email. Selecting this option reveals an additional drop-down to filter by reply type: Any Reply, Neutral, Positive, Negative, Auto Response, or Out of Office.
- In the action drop-down, select what should happen:
  - Remove contact from the campaign
  - Move contact to campaign: a drop-down appears to select the destination campaign.
  - Update lead status: a drop-down appears to select the target lead status.
  - Set contact priority routing
  - Add contact to the routing queue (flag contact)
- Repeat to add more email response actions as needed.
Add the first email to your sequence by clicking Select Template.
- If you have existing templates, click the template you want to use, then click Select Template.
- If you have no templates yet, click Add Template. Enter a template name and subject, compose your message (use Contact Variable to add personalization), then click Add Template. Click Select Template to use it in the campaign.
Optional: To add more emails to the sequence, click + Add Follow Up.
- Enter the number of days to wait before this email sends.
- Click Select Template and select or create a template the same way as in the previous step.
- Repeat to add as many follow-up emails as needed.
Click Save Draft to save your campaign.
Once the campaign finishes saving, click Start Campaign to activate it.

Engagement Triggers and Automated Actions

Engagement triggers fire automatically when a contact interacts with one of your campaign emails. You configure these when setting up your campaign.

Trigger	When it fires
Open	The contact opens one of your campaign emails
Click	The contact clicks a link in one of your campaign emails
Reply	The contact replies to one of your campaign emails. Sentiment analysis is applied to the reply to help determine the appropriate follow-up action

Automated Actions

The following actions can be configured to execute automatically when a trigger fires:

Action	What it does
Set contact for Priority Routing	Moves the contact to the front of the dialing queue for immediate follow-up
Add contact to the queue (flag contact)	Flags the contact so they are added to your active call queue
Update Lead Status	Changes the contact's lead status to the value you specify
Move to another campaign or remove from current campaign	Transitions the contact to a different nurture campaign, or removes them from the current one

Your Agent-Driven Email Nurture campaign is now set up and ready to run. As contacts engage with your emails, the automated actions you configured will keep your highest-priority leads front of mind. To make sure your email account is connected before running your first campaign, refer to the Connecting Your Email Account in Vanillasoft article. If you have questions about campaign setup or need additional help, contact Vanillasoft Support.

Automated Actions

Related articles