Troubleshooting
Frequently Asked Questions
Does Sales Assistant Ever Send Emails Automatically?
No. Sales Assistant drafts the email and places it in your Gmail Drafts folder. It never sends on its own. You click Send from Gmail after reviewing the draft.
What Is the Difference Between Dismiss and Not Responding?
Dismissing a card tells Sales Assistant you have consciously decided not to re-engage this prospect right now. The card is resolved. Not responding leaves the card open; Sales Assistant will not re-flag the same prospect until the next scan cycle surfaces a new signal.
Can I Re-Engage a Prospect I Dismissed?
Yes. Ask Sales Assistant directly in Slack:
@Agenteous draft a re-engagement email for [company or contact name]
It will generate a fresh draft regardless of whether you dismissed a previous card.
How Does Sales Assistant Decide Who Is Dormant?
It checks three sources: HubSpot deals (no activity past the deal threshold), HubSpot contacts (no note or update past the contact threshold), and Gmail threads (you sent the last message and received no reply past the email threshold). A prospect qualifies if any one of those sources flags them.
Why Does Sales Assistant Only Send a Few Cards per Scan?
Cards arrive in small batches to keep your channel actionable. A flood of cards tends to get ignored; a few specific, prioritised ones get acted on. If you have a large backlog of dormant prospects, cards will continue appearing in subsequent scan cycles until the queue is clear.
Can I Change the Dormancy Thresholds?
Your agency administrator can adjust the silence windows in Agenteous settings. The defaults are 30 days for deals, 60 days for contacts, and 14 days for Gmail threads.
What Does Brand Guard Flagged Mean on a Card?
Brand Guard reviewed the draft and found a concern: typically a phrase that reads as broadcast marketing rather than one-to-one correspondence, or language that doesn't match your agency's voice guidelines. A flagged draft is still written to Gmail Drafts; you can open it, edit the highlighted section, and send. A hard reject means the draft was not queued; ask for a redraft from Slack.
Common Issues
No Approval Cards Are Appearing
- Check that your HubSpot and Gmail connections are active. In the Agenteous web app, go to your integrations settings and confirm both show as connected.
- Confirm Sales Assistant is posting to the correct Slack channel. Your administrator can verify this in the Slack configuration settings.
- Trigger a manual scan from Slack (
@Agenteous scan for dormant prospects) and watch for a response. If Sales Assistant replies that no new dormancy was found, your existing prospects may already be within their thresholds. - If there is no response at all, contact support@agenteous.com.
A Draft Appeared in Gmail Drafts but the Card Did Not Arrive in Slack
- Check whether the card may have been posted to a different channel than you expected.
- Search Slack for "Re-engagement" to find any cards that may have scrolled out of view.
- If no card exists, contact support@agenteous.com with the prospect name and approximate time of the scan.
The Draft in Gmail Does Not Match the Preview in the Slack Card
The card preview shows the subject and opening lines at the time the draft was written. If you or another team member edited the Gmail Draft after it was posted, the card preview will not update. The card buttons still point to the current state of the draft in Gmail.
Sales Assistant Flagged a Prospect I Have Already Been in Touch With
Sales Assistant looks at deal activity, contact notes, and Gmail threads within the configured windows. If you spoke by phone, had a meeting not logged in HubSpot, or the thread was outside your connected Gmail account, it will not see that activity. Dismiss the card and, if appropriate, log a note in HubSpot so future scans have the full picture.
The Re-Engagement Email Feels Too Generic
The draft quality depends on how much context is recorded for the prospect in HubSpot. If deal notes, meeting history, and contact notes are sparse, the email will be more general. Adding notes to the HubSpot contact or deal record gives Sales Assistant more to work with. You can also ask for a redraft with specific guidance:
@Agenteous redraft the email for [company], focus on [angle]