# Follow up at the right moment

- URL: https://getroomi.com/guide/follow-up
- Updated: 2026-10-13

Call while they are still thinking about you, and talk about what they looked at. The pipeline puts every viewer in a column, from sent to said yes, from what they did. Each card shows the evidence: visits, minutes, pages read and their last answer. Set a follow-up day on the card, and open the call with what held them.

This chapter covers the pipeline and its stages, reading a card, what to say, and asking Claude who needs you. [Analytics and the pipeline](https://getroomi.com/docs/analytics#the-pipeline) has every rule, and [Running a pitch](https://getroomi.com/docs/running) covers replying to comments.

## The pipeline

**Pipeline**, in the app’s side bar, shows every viewer link as a card, in the column of where that person is. Each one moves on its own, from what they did:

| Stage | Means |
|---|---|
| Sent | The link has not been opened |
| Opened | One visit |
| Engaged | Two or more visits, two minutes or more in the room, or an answer that is not a decision |
| Said yes | Their latest answer was “Book a meeting” or “Yes — send the proposal” |
| Later | Their latest answer was “Get back to me” |
| Not now | Their latest answer was “Not for me” |

You can drag a card to another column. It stays where you put it, and shows what their activity says beside it, for you to accept or not.

## Read the card

Each card carries the evidence its stage is read from: time in the room, number of visits, apps used, pages read, when they were last seen and their latest answer. These are counts, never a score. Open a card to keep your own judgement beside them: an outcome, a follow-up day with a line on what about, and notes only your workspace sees.

The project’s Overview opens with **Who to call first**: one sentence naming the viewer to ring today, and the evidence that put them first. “Call Sarah today. Seen today, back on Pricing, shared it with someone new.”

## What should I say when I call?

Start from what they did, not from your pitch. If they went back to the forecast twice, open there. If they asked a question in a comment, answer it first. If they brought in a colleague, ask who else needs to see it. The evidence on their card tells you where the conversation already is.

A few openings that work, each from something the room recorded:

- **They came back.** “You went back to the forecast. Shall we run it on your own numbers?”
- **They asked a question.** Reply in the room first, then call to talk it through.
- **They passed it on.** “I saw it reached your colleague. Would a short call with both of you help?”
- **They said get back to me.** Set the follow-up day they chose on the card, and call on that day.

## Reply where they asked

A comment is answered in the project’s **Feedback** tab. The viewer reads your latest reply in the room, the next time they open their link, beside the screen they asked about. It is often the best reason to send a short note: “I’ve answered your question in the demo.”

## Ask Claude

With the connector added, ask Claude in a chat. It reads the same records, and changes nothing:

```text
Which viewers are still at "sent"?
Who has engaged with the Ledgerline demo but not answered yet?
What did Priya look at, and what did she ask?
```

Then ask your own Claude to draft the follow-up. Roomi hands it exactly what that viewer did. Nothing is sent until you change it and send it, in your own words.

## Start with one demo

You now have the whole loop: an idea, a demo Claude built, five checks, a room, a tour, a link per person, and what each of them did. Build one for the next client you are about to send a deck to, and send the real thing instead. It starts free: [the plans](https://getroomi.com/pricing) say what each one adds.

## Before you move on

- Work the pipeline from the Engaged column first
- Open each call with the screen they spent longest on
- Answer their questions in the room, where they asked them
- Set a follow-up day on every card you are waiting on

## Questions people ask

### Does Roomi email my viewers?

No. Roomi never sends anything to a viewer. You send each link yourself, and every follow-up comes from you, in your own words, by email, by phone or however you usually reach them.

### When is a viewer ready for a call?

When they have engaged: two visits, two minutes or more in the room, or an answer to your next step. The pipeline moves them to Engaged on exactly that evidence, so the column tells you who to ring.

## About the author

**[Kaz Kato](https://getroomi.com/about)**, Co-founder & CTO, Roomi. Kaz co-founded Roomi with Tesh, whom he has built with since 2017: two startups that failed, one venture studio that didn’t, and an exit.