IntegrationsCopy link to this section
A sales conversation is only useful if what happened reaches the person who follows up. Site → Integrations is where you decide where recaps go.
Two summaries are prepared for an eligible session: an internal one for your team and a warmer one for the prospect. Floe never substitutes the internal summary into a prospect email.
Contact capture — storing the email or phone a prospect shares and using it for recaps and CRM delivery — is enabled per deployment. Contact Floe to turn it on for yours.
Notification channelsCopy link to this section
Four channels, each an independent switch:
| Channel | Default | Where it goes |
|---|---|---|
| Prospect recap email | On | The email address the prospect gave during the demo |
| AE recap email | Off | One address you set |
| Slack | Off | An incoming webhook you paste |
| Microsoft Teams | Off | An incoming webhook you paste |
Prospect recap emailCopy link to this section
Sent when the prospect shared an email during the session and prospect recaps are enabled for the site. It contains a short summary of the conversation, up to seven features the agent actually showed them, and up to three of their own questions quoted back. A temporary delivery failure is retried automatically.
It carries your branding: your site logo (falling back to your favicon) and your accent colour. The footer reads "Powered by Floe".
The call to action adapts to how the session ended — a trial invite, an offer to bring in their team, a deeper walkthrough, or a plain follow-up. When you have configured a booking URL, the email includes Schedule a follow-up. Every recap also includes a Not you? link.
What the recap actions do
- Schedule a follow-up takes the prospect to your configured booking page. Opening it in the same browser they used for the demo also confirms their email address. Opening it elsewhere still leads to scheduling but does not confirm the address.
- Not you? opens a Floe confirmation page. Nothing changes until the recipient chooses Confirm this was not me, which marks the address as rejected so it is not used for later contact. It does not recall an email already delivered or reverse a CRM write that already completed.
Both links carry a single-purpose token that is never exposed to your page's analytics.
AE recap emailCopy link to this section
Sent to a single address you configure. This is the internal version. It arrives under the same sender name as the prospect recap — your product name — but the body is Floe-attributed, so an AE cannot mistake it for something forwardable.
It contains the prospect's identity and role, session duration, the internal summary, an intent chip, and the structured read on the conversation: buying signals, features shown, questions asked, tech stack, pain points, capability gaps, objections, and what they said they were interested in. Each list is capped at six items. It deep-links to the full session in the dashboard.
AE email, Slack, and Teams label the lead as Confirmed contact, Unverified email claim, or Anonymous lead, and show a phone number with a Prospect-confirmed label (the prospect checked the transcription during the call) or a Stated label (entered on a form or demo link). These labels tell the person following up how much to trust the details; neither verifies ownership.
Slack and Microsoft TeamsCopy link to this section
Paste an incoming webhook and turn the channel on.
- Slack — must be a
https://hooks.slack.com/services/...URL. - Teams — must be a
*.webhook.office.comor*.logic.azure.comURL. Create one via the Workflows app in Teams: Post to a channel when a webhook request is received.
Those host restrictions are enforced, not advisory. Recaps contain prospect details, so Floe will only post them to the two providers it can verify.
Testing a channelCopy link to this section
Each channel has a Test send button that runs the real notifier against a sample session, so you can see the actual formatting before a prospect does.
Two things that trip people up:
- Save webhooks first. Slack and Teams tests always use the saved webhook. Paste a new URL, hit Test without saving, and the test goes to the previously saved destination — or errors if there wasn't one. The email channels are different: type an inbox next to the button and you can preview without saving.
- The prospect test needs an address to deliver to — pass your own inbox. If your booking URL contains
{email}, the sample booking link uses that inbox. Internal-channel tests omit the email parameter.
Booking integrationsCopy link to this section
Connect Cal.com or Calendly from Site → Integrations in two steps:
- Select Connect and approve Floe in the provider's authorization screen, in the same browser. This connects the current provider user's meetings. If you administer the provider account and want team-wide coverage, choose Connect whole organization (admin) instead.
- Choose the scheduling page or event type Floe should offer for this site. If your existing Booking URL matches one of them, Floe selects it for you.
That is the complete setup. Floe registers booking notifications itself; you do not create a webhook, copy a signing secret, or issue a personal access token.
The connection is shared by your Floe organization, while each site selects its own scheduling page. Owners and Admins can connect or disconnect providers and change the site's page; Members keep read-only access. Disconnecting releases every site that used the connection; each saved booking URL remains available in Link only mode.
Provider Connect is enabled per deployment. If Connect is unavailable, keep using the link-only fallback below and contact Floe to enable the provider.
What the connection status meansCopy link to this section
| Status | Meaning |
|---|---|
| Provisioning | Authorization succeeded and Floe is finishing setup. You can leave the page. |
| Bookings verified | The provider confirms booked, rescheduled, and cancelled meetings to Floe. |
| Delayed verification | Booking links still work. Floe is repairing the provider notification. |
| Tracks your meetings only | The provider granted user-level rather than organization-level access, so meetings owned by other hosts may not be verified. |
| Reconnect required | Provider access expired or was revoked; reconnect to resume verification. |
| Link only | The scheduling link works, but Floe cannot verify a Booked call from it. |
Organization-wide access depends on the connected user's provider role and plan. When those permissions are unavailable, the organization-wide attempt leaves the current configuration unchanged; use the user connection and ask a provider admin to upgrade it later.
Cal.com event types with multiple seats per time slot or manual confirmation are not offered in the picker yet. Choose a standard personal, team, or round-robin event type.
Floe's provider access is limited to identifying the connected account, listing scheduling pages, reading booking state, and receiving booking notifications. Floe does not create, cancel, or reschedule meetings for you.
How a booking gets verifiedCopy link to this section
A call counts as booked only when the provider confirms it to Floe; a click on a booking button never counts. The reference Floe matches it against contains no name, email, or company. Bookings that did not start from Floe are ignored.
Verified booking records, including a later cancellation or reschedule, follow the site's conversation-retention window.
Link-only fallbackCopy link to this section
You can still set Booking URL (link-only fallback) to any https:// scheduling link without connecting a provider. It becomes the call to action in the prospect recap email, the follow-up button in the internal channels, and the destination the agents offer when a visitor asks to talk to someone. A per-prospect Demo Link booking override must also use HTTPS.
Cal.com, Calendly, and Schedule Hero open inside the Demo Agent's follow-up screen and the Website Agent's booking view, with an option to open separately. Other HTTPS schedulers open in a new tab. Schedule Hero does not require a provider connection and works in Link only mode; it does not report verified bookings to Floe.
If your site restricts embedded content with a Content Security Policy, allow your scheduling provider's origin in frame-src.
Floe does not add visitor details to ordinary booking links. To pass the visitor's email to a scheduler, explicitly set a complete query value to {email}, for example:
https://your-team.schedulehero.io/inbound/demo-router?email={email}
Use your own scheduling route and keep {email} as the placeholder, rather than pasting a fixed person's address. Custom HTTPS providers can use their own query parameter name, such as invitee={email}. The agents fill it from the email supplied for the current prospect, subject to your site's consent setting; without an email, that parameter is omitted and the visitor enters it on the scheduling page. Names and company details are not added.
The prospect's Schedule a follow-up recap action also fills an explicitly configured email placeholder when opened. Internal email, Slack, Teams, and CRM follow-up links omit the email parameter. Fixed identity-prefill parameters such as email=someone@example.com, name, or company are refused by recap links.
Email templates use Link only mode. With a connected provider's selected scheduling page, Floe instead adds one anonymous attribution parameter (utm_content for Calendly, metadata[floe_ref] for Cal.com). Leave the setting blank to omit booking controls; the Not you? action in the recap remains.
Choosing Use link only removes the selected provider page but keeps the URL. Booking buttons continue to work, but the funnel cannot count a verified Booked call until you select a connected event type again.
Sender identityCopy link to this section
Recap emails always send from Floe's verified sending address, with your product name as the display name. Sending from your own domain isn't supported yet. You can set a Reply-To address you own, so a prospect who hits Reply reaches your team.
CRMCopy link to this section
Floe can write demo recaps into HubSpot or Salesforce.
You connect a CRM from Site → Integrations with the Connect button, which runs an OAuth flow. The provider apps are not yet live in production, so Connect currently fails with "Couldn't start the connect flow" — talk to us and we'll enable it for your account. Once connected, the integration writes:
| What | HubSpot | Salesforce | Default |
|---|---|---|---|
| The recap | A Note on the contact | A Task on the contact | On |
| A deal | A Deal linked to the contact | An Opportunity, attached to the contact's account when it has one | Off |
Contact deliveryCopy link to this section
CRM contact delivery, under Site → Integrations, decides when a prospect's email is trusted enough to create or update a CRM contact:
| Policy | What reaches the CRM |
|---|---|
| Confirmed only (default) | The contact is written once the prospect confirms the address by opening Schedule a follow-up or booking from the same browser they used for the demo. Until then, the write waits. |
| As stated (explicit opt-in) | The contact is written from the address the prospect gave, labelled as unverified in the recap. Your team checks it on follow-up. |
Confirming a spoken email in the message box during the call confirms the transcription, not the address; it does not release a Confirmed-only write. Anonymous leads never create a contact.
Switching back to Confirmed only holds any contacts that are still waiting; it does not remove records already delivered. A contact is only ever written once: a later confirmation does not create a second Note or Task.
As-stated delivery is limited to 200 CRM writes per site per rolling 24 hours, counting each recap and each deal. Additional writes are held when the limit is reached. Contact Floe about the limit for your deployment.
Both HubSpot and Salesforce find or create contacts by email. A phone-only lead cannot be delivered, and Floe does not populate either provider's phone property; a prospect-confirmed phone appears in the Note or Task text instead. HubSpot contacts get name, company and job title; Salesforce contacts get name and job title only. Floe never creates a Salesforce Account, so a contact Floe created has no account to attach an Opportunity to.
The Note or Task carries a lead card with, when the session supplied them:
- Whether the lead came from a demo or a Website Agent conversation
- Conversation summary, buying and intent signals, and products or features of interest
- Questions, pain points, objections, capability gaps, and relevant tech stack
- Budget and qualification answers
- Lead score or tier and the recommended next step
- How the contact was verified, and a link to the Floe session
The same values can be written to custom contact fields when Floe has configured a field mapping for your integration; there is no dashboard for that yet.
Deal creation is off by default on purpose: if you already sync your scheduling tool to your CRM, that tool usually creates the deal, and turning both on gives you two. Deal stage and amount are configured by Floe for your deployment; there is no customer dashboard for those yet.
What triggers a recapCopy link to this section
A completed Demo Agent session triggers the configured channels. A Website Agent session triggers them when it ends — completed or abandoned — and the conversation produced either an email address or concrete qualification or intent evidence. A name, a page view, or generic Q&A alone does not create a lead or generate sales traffic.
Recaps are sent once. A late signal can make a session eligible, but it never sends a second email or Slack message.
FAQCopy link to this section
Can I change what the prospect email says? Not the copy. You control your logo, accent colour, product name, and booking URL; the structure and the summary are generated per session.
Can I send to more than one AE? Not today — the AE recap takes a single address. A shared inbox or a distribution list is the usual workaround, or use the Slack channel instead.
Do I need a CRM for any of this to work? No. Email, Slack and Teams are independent of the CRM integration.
Which other CRMs are supported? HubSpot and Salesforce. Nothing else today.