Client Messaging & Outreach
Email and text clients from every lead card, with an AI co-pilot, an approval queue, automated follow-ups, and compliance built in.
OfficeHubb lets your agency email and text clients directly from each lead's card — with an AI co-pilot that drafts the follow-ups, an approval queue so nothing goes out without you, and compliance handled automatically. Available on the Growth plan and up; the AI automation layer is part of The Full Package.
One inbox for every client
The Clients tab in the chat panel shows one conversation per client — their emails and texts merged into a single thread, newest activity first.
- Smart views: All, Unread, Needs reply, and Mine.
- Reply by email or text from the same composer.
- Jump to the client's full pipeline card in one tap.
- Inbound replies appear live, and unread badges keep count.
Owners and managers see every conversation; sales and service staff see their own clients.
Sending a message
From any lead card — or the inbox — the composer gives you:
- Draft with AI — a ready-to-edit draft in one click, with tone options (shorter, friendlier, more professional). The AI only drafts; *you* send.
- Scripts — reusable messages you write once (with tokens like the client's first name) and drop in anywhere.
- Schedule for later — in an hour, tomorrow at 9, or a date you pick.
- Test send to me, a live preview, attachments on email, a texting character counter, and a short undo window after every send.
The outreach queue
This is the heart of it. Every day, OfficeHubb proposes the follow-ups worth sending — and lines them up in a queue for your review. Approve, edit, snooze, or reject each one; nothing goes out without you.
Proposals come from your Messaging Plan:
- New leads — a first-touch message drafted within minutes of a website or form lead arriving. On The Full Package you can opt in to send it automatically — speed-to-lead without lifting a finger.
- Renewal reminders — 30, 14, and 7 days before a policy's effective date.
- After the sale — a thank-you, then a Google review request a couple of weeks later.
- Win-back — a patient nurture cadence for archived leads, timed around renewal cycles.
- Stage triggers — a message when a card enters a stage you choose.
On The Full Package, the AI also reads the state of your book each night and suggests follow-ups of its own — each one tagged, explained, and waiting for your call. You can tune your assistant: name it, pick its voice, teach it to sound like you from your own sent emails, and set how eager it should be.
Auto-approval is strictly opt-in, per person. Out of the box, everything waits for a human.
Turning on texting
Email works the moment you sign up. Texting takes one short setup: register your business (legal name, EIN, a few details) right in OfficeHubb, and after carrier approval — typically a few business days — your agency gets its own dedicated texting number. That's the industry-required A2P registration, and doing it properly is why your texts actually get delivered.
Compliance is built in
Every send — manual or automated — passes the same protections:
- Opt-outs honored permanently: STOP texts and email unsubscribes are automatic and final.
- Texting requires recorded consent, collected in your intake flows.
- Quiet hours: nothing sends outside 8am–8pm in your agency's timezone. No exceptions.
- Duplicate suppression, pacing between messages, and an automatic pause on contacts who never reply.
- Sensible sending limits that grow as your agency verifies its business.
- Every email carries your branded signature and a working unsubscribe link, and replies go to the agent's real inbox.
If a message is blocked, OfficeHubb tells you exactly why, in plain language.
Seeing what it earns you
Reports show outbound volume, delivery, opens, clicks, and replies — plus the number that matters: sales and premium attributed to your outreach, with a per-agent leaderboard and a breakdown by scenario.