What are Signal-Based Workflows?
Signals are cues from your live communications—emails and meetings—that Mixmax interprets to suggest or automate your next step.
Recipient declined a meeting – follow up to reschedule or propose a new time.
No follow-up email sent after a meeting (external only) – get a reminder to send a recap or next steps. (This feature is coming very soon)
These signals appear directly in your Inbox Copilot, making it easy to respond while staying focused on active deals.
Signals is available for Meeting Copilot, Mixmax Bundle, and Copilots for Teams. Visit our pricing page for more information.
Why Use Signal-Based Workflows?
Save time – No need to track every meeting manually.
Stay responsive – Never miss a follow-up again.
Boost meeting conversion – Turn declined or stalled conversations into next meetings.
Get smarter over time – As you interact, Mixmax learns which signals drive results.
How It Works
Mixmax monitors key conversation events (such as meeting responses and post-meeting activity).
When a signal is triggered, Mixmax notifies you in your inbox.
You’ll see a suggested next action—such as drafting a follow-up email or re-booking a meeting.
Take action with one click. You can edit, send, or dismiss the suggestion at any time.
Mixmax’s goal is to surface the right actions, not just more alerts—keeping your inbox clean and focused on what matters.
Signal Settings
Signal-based agentic workflows are part of the Inbox Copilot experience.
How to Enable or Disable
You can turn Signals on or off anytime:
Go to Settings → Inbox Copilot.
Toggle the Signal on or off.
Changes apply instantly to your inbox.
Users can manage their Signals from the Inbox Copilot settings here.
Recipient Declined the Meeting
Mixmax automatically alerts you when an external participant declines your meeting, so you can follow up promptly and never let leads or deals go cold.
How it Works
An external participant is someone who is not part of your Mixmax workspace or from your workspace domain.
Mixmax waits 1 hour to check for any email communication with the participant.
If no email is sent within that hour, you’ll receive a smart notification from
[email protected]featuring:Smart threading – The notification appears in your existing calendar email thread with that person (when possible).
Follow-up prompt – Encourages you to reach out so you don’t miss opportunities.
Auto-labeled – Tagged as “Todo” for easy inbox organization.
AI-generated follow-up suggestions – Mixmax can help you craft the next message by providing suggested text tailored to your meeting's context and previous interactions.
Note: If you email the participant within that 1-hour window, Mixmax assumes you’re already handling it and won’t send a notification.
Smart Follow Ups
Smart Follow-Ups automatically remind you when it’s time to follow up, so conversations keep moving without any extra work from you.
How It Works
Here’s what happens after you send an email:
Mixmax scans your sent message.
It looks for signals like deadlines, requests, or silence that suggest a follow-up might be needed.
Smart Follow-Ups auto-schedules a reminder.
Adds an “Awaiting reply” label to the email.
Switches it to “To do” when the reminder is due.
You get an inline notification inside the thread.
The reminder appears as a Mixmax notification (not a real email).
You’ll see why the follow-up is suggested (e.g., “It’s been 5 days since you sent the proposal — ready to follow up?”)
Take quick action
Click to follow up right away.
Or give feedback: Yes / Too soon / Too late / No — this helps improve future reminders.
Manual reminders take priority.
If you’ve already set a manual Mixmax reminder, Smart Follow-Ups won’t override it.
Tips for Best Results
Check your labels regularly:
Awaiting reply = we’re waiting for their reply.
To do = time to follow up
Use feedback options: Click “Too soon” or “Too late” to help train the system.
Let Mixmax handle timing: reminders are context-based and get smarter over time.
Smart Follow-Up FAQ
Can I edit the follow-up timing?
No, timing is automatically chosen for each thread. Your feedback helps improve it.
Does it work on mobile?
Yes! Smart Follow-Ups use Gmail labels and drafts, so you’ll see them in Gmail webmail and mobile.
What if I already use manual reminders?
Manual reminders take priority. Smart Follow-Ups won’t override them.
No follow-up email sent after the meeting (external only)
Mixmax now automatically detects when you complete a meeting with external participants and haven't followed up via email, then prompts you to keep the momentum going.
How it works
You complete a meeting with at least one external participant
An external participant is anyone who isn’t part of your Mixmax workspace (not a teammate and not from your workspace domain).Mixmax waits 1 hour
During this time, Mixmax checks to see if you send a follow-up email to any of the meeting participants.If no email is sent within that hour, Mixmax sends you a notification that includes:
📧 Smart threading: The notification appears in your existing email conversation with those participants (when possible).
✍️ A follow-up prompt: A reminder to keep the momentum going and avoid stalled conversations.
🤖 Meeting Copilot integration: If you used Meeting Copilot, you’ll get a direct link to your meeting notes, and a follow-up email draft automatically generated with relevant context and action items.
🏷️ Automatic labeling: The email is tagged with “1. Todo” to help you stay organized.
Note: We only send this notification if there’s no email activity with any meeting participant within one hour after the meeting ends. If you send or receive an email during that time, we’ll assume you’ve already got it covered.