Your Follow-up Digest

The follow-up digest is the recurring email Paloma sends your team rounding up the inquiries that might be waiting on you. It’s your safety net: a quick read that tells you who to chase, what’s in motion, and what your team already handled, so nothing slips while you’re busy running the floor.

This page is the deeper dive on the digest itself. For how inquiries move from a guest’s first message through to a booked event, start with the Workflow Guide, which has a shorter overview of the digest in context.

How the digest works

Paloma watches every inquiry as the email conversation unfolds. Each time a guest writes in, your team replies, or an event wraps up, that activity is recorded against the inquiry. On a cadence we set up with you, Paloma gathers the inquiries with recent activity, sorts them into three groups, and sends your team one tidy email.

The digest is built from real conversation activity, not a stale to-do list. An inquiry shows up because something happened on it recently, and it drops off once it goes quiet. Inquiries that have had no movement for more than 30 days fall off the digest entirely, so the email stays short and current. If you want one of those back in view, open it from the dashboard.

The goal is a 30-second read. You scan the three sections, see who needs you today, and get back to your guests.

The three sections

Every digest is organized into the same three sections, in the same order.

Each section is capped at ten inquiries. When there’s a longer list, you’ll see a “+N more” line so you know there’s more waiting on the dashboard.

Your own follow-ups won’t nag you

There’s one carve-out worth knowing about. When you send a guest a courtesy follow-up (“just checking in on your date”) and they haven’t written back yet, that inquiry does not land in Awaiting reply. That section only fills with inquiries where the most recent message came from the guest, so the digest never bounces your own polite nudges back at you as something you need to answer. The ball is only “in your court” when a guest has actually played it there.

Setting cadence and recipients

Cadence and recipients are something we set up with you, and we’re happy to adjust them whenever your team’s rhythm changes. To make a change, reach out to Paloma support and tell us what you’d like.

Here’s what you can tune:

• Cadence. How often the digest goes out. Most venues land on a weekday morning send so the team starts the day knowing what’s open. You can pick specific days (weekdays only, or a Monday and a Thursday, for example) or have it arrive every day.
• Recipients. Who receives it. We recommend at least your events lead and a manager, so coverage never depends on one person being at their desk. You can add CC and BCC recipients too.
• The Awaiting reply section. On by default. If your team prefers to focus only on brand-new inquiries, we can switch it off so the digest shows just Submitted and Completed.
• Quiet days. By default, the digest only goes out when there’s something to report. If you’d rather get a steady “all clear” on your scheduled days even when nothing’s outstanding, we can switch that on.

Want to change your cadence or recipients? Email us at contact@palomaparties.com and we’ll set it up.

One venue or many: per-venue and org-level digests

How you receive the digest depends on how your venues are set up under Paloma.

Per-venue digest. Each venue gets its own digest covering only that venue’s inquiries. This is the right fit when different people own different sites, and each team only cares about their own room.

Org-level rollup. If you run more than one venue under the same Paloma organization, we can roll all of them into a single digest. A recipient sees every open inquiry across the venues they cover, grouped by venue, in one email. Instead of opening four separate digests every morning, a multi-venue operator gets one.

Both styles draw from the same activity and follow the same three-section structure. The only difference is whether one venue or several feed the email. Tell us which fits your team and we’ll set it up.

The simplified digest

Some teams want the digest leaner: the same who-needs-me signal, with less around it. For those venues we offer a simplified variant that keeps the core sections and trims the rest, so the email is faster to skim on a phone between services.

It carries the same information and the same carve-outs as the full digest. It’s purely a matter of how much detail you want in front of you. If you’d like to try it, mention it when you reach out and we’ll switch your digest over.

Common questions

“I handled an inquiry but it’s still in the digest”

The digest follows what’s actually happened on the inquiry. If you replied by phone and never wrote it down, Paloma has no record of the response, so the inquiry still looks open. Reply-All to the email thread with a short note, or update the status from the dashboard, and it will settle on the next send. If the inquiry is dead, mark it Lost with a reason and it drops out.

“I don’t want to chase this one right now, but it isn’t lost either”

From the inquiry detail page you can snooze a follow-up to a date you choose, or dismiss it. Either one takes the inquiry out of the digest without changing its status. Once the snooze date passes or new activity lands on the thread, Paloma starts surfacing it again. The Workflow Guide covers this in more detail.

“The digest is going to the wrong person”

Recipients are quick for us to change. Email us the address you’d like added or removed and we’ll update it.

Why this matters

The slowest part of any inquiry is the gap before someone responds, and the easiest deal to lose is the one nobody noticed was waiting. The follow-up digest closes that gap. It puts the guests who need you at the top of your morning, keeps your own courtesy follow-ups from cluttering the picture, and gives a multi-venue operator one calm read instead of a stack of inboxes to juggle. A few seconds a day on the digest is how a busy team makes sure no guest is left wondering whether anyone heard them.

Any questions? Email us at contact@palomaparties.com or book a meeting.