Staying in Touch

Groupthink keeps track of how long it has been since you talked to someone, tells you who you are falling behind with, and helps you do something about it. Set how often you want to be in contact with a person, and everything else on this page keys off that number.

These steps cover the web app at app.groupthink.com and the Groupthink desktop app, which show the same screens.

Set how often you want to keep in touch

Groupthink calls this a cadence. It is a per-person setting, and it is what makes the check-in and Going Cold surfaces work.

1. Click Relationships in the left sidebar.
2. Click a person's row. On a wide window the person opens in a panel that slides in from the right. On a narrower window it opens as its own page.
3. In the header, next to the person's name, find the row with Last met and a colored status chip. The dropdown at the end of that row is the cadence picker.
4. Pick one of None, Weekly, Biweekly, Monthly, Quarterly, Every 6 months, or Yearly.

It saves as soon as you pick. If the save fails you get a Couldn't save cadence message next to the dropdown.

Take the suggested cadence

If a person has no cadence set and you have enough meeting history with them, a blue box appears at the top of their page: "Based on your meeting history, checking in monthly looks about right for Alex."

• Click Set this cadence to accept it.
• Click the X to dismiss it. It stays hidden for the rest of your browser session.

Change several cadences at once

The Relationships table has a Frequency column that holds the same setting.

1. Click Relationships in the left sidebar.
2. Double-click the Frequency cell on the row you want to change.
3. Pick a value from the dropdown. It saves on selection and you get a "Relationship updated successfully" toast.

A dash in the Frequency column means no cadence is set for that person.

What the Status chip means

The Status column, and the matching chip on the person's page, reads:

Chip	Meaning
On track	You are inside the cadence you set.
Falling behind	You are past the cadence but not badly.
Overdue	You are well past it.

For people with no cadence set, Groupthink falls back to plain recency: on track up to 30 days since the last interaction, falling behind up to 60, overdue after that.

See who you are falling behind with

There are two places to look, and they answer slightly different questions.

Today

1. Click Today in the left sidebar.
2. Scroll to the Relationship check-ins section.

You get a table of people, split into two groups when both apply:

• Overdue, the people you are past due with.
• Coming due this week, with the note "Not late yet, a light touch now keeps them on cadence."

Each row shows the person, Last met as a relative date, Days since the last interaction, and an Urgency chip reading either Overdue or Coming due. Click a person's name to open their page.

Only people with a cadence set appear here. If you have not set any cadences, this section shows "Nobody's drifting, everyone is within the cadence you set." That message means the same thing whether you are genuinely caught up or have not set a cadence on anyone yet.

The Going Cold filter

1. Click Relationships in the left sidebar.
2. Click Going Cold in the toolbar above the table. The number on the button is how many people match.
3. The table narrows to people whose status is Falling behind or Overdue.
4. Click Going Cold again to go back to the full list.

This filter is broader than the Today section: it includes people with no cadence set, using the recency fallback described above.

Ask about someone

Before you reach out, you can ask a plain-language question about a person and get an answer drawn from what Groupthink has on file: your notes, meeting history, open threads, and observations.

1. Open the person from Relationships.
2. Scroll down the main column to the Ask heading.
3. Type a question in the box, for example "what did we agree on last time" or "what has changed since we last spoke".
4. Click Ask, or press Cmd+Enter (Ctrl+Enter on Windows).

The answer appears below the box. Numbered markers in the answer are clickable:

• A meeting reference opens that meeting.
• A note or open-thread reference scrolls you to the matching row further down the same page.

The chips under the answer are the same references in list form. This is a single question at a time. There is no history, and the answer clears when you ask again or leave the page.

Draft a note before you reach out

1. Open the person from Relationships.
2. In the header, click Draft outreach.
3. Optionally fill in Tone hint (optional), for example "Keep it brief and warm" or "Reference the Q3 project".
4. Click Generate draft.
5. Edit the Subject and Draft email fields as much as you want.
6. Click Open in mail client. That opens a new draft in your own email app with the subject and body filled in.

Nothing is sent for you. The recipient field is deliberately left empty so you pick the address yourself. If the draft comes back unusable you get a warning and can click Regenerate.

You can also start a draft from a specific follow-up. Under Open threads further down the person's page, use a thread's Draft outreach action and the draft is built around that thread instead of the relationship in general.

Shape how the draft sounds

The wording of a generated draft follows two things you control:

• The Tone hint (optional) field in the draft panel, which applies to that one draft.
• The Communication style field, which applies every time.

To set Communication style:

1. Open the person from Relationships.
2. Find the Stable fields heading. On a wide window it is in the narrow column down the right side of the page. On a narrower window it sits at the top of the page, above the timeline.
3. Click the Communication style value (it reads "e.g. prefers async, brief, direct" when empty).
4. Type something like "prefers async, brief, direct" and click Save.

Below Stable fields is a Voice profile section with Formality, Directness, Warmth, Length, Emoji OK, Mirror their style, Do not say, and Register notes. These settings shape how Groupthink phrases answers about this person in the Ask box. Click any field, pick or type a value, and click Save.

Schedule the next touchpoint

This writes a real event to the calendar you have connected to Groupthink.

1. Open the person from Relationships.
2. In the header, click Schedule next touchpoint. A form opens below the buttons.
3. Title is prefilled as "Catch up with [Name]". Change it if you like.
4. Set Starts and Ends. The default is a 30 minute block at 10am on the next weekday.
5. Attendees starts with the person you opened. Add more with the Add a person... box. If someone has no email on file their chip reads "(no invite)", and you can type an address in the box beneath to invite them instead.
6. Optionally fill in Note (optional).
7. Click Schedule.

A few things worth knowing:

• The form says it plainly: "This writes to your own calendar. Attendees with an email get a calendar invite from your provider when you save, nobody is messaged automatically."
• If you have no calendar connected, a warning reads "No calendar connected. Connect Google or Outlook in Settings to schedule a touchpoint" and the Schedule button stays disabled. See Google Calendar or Outlook Calendar.
• Once scheduled, the person's header shows a Planned entry with the title and date. If a regular calendar meeting with them lands sooner, the header shows that one as Upcoming instead. You only ever see the nearer of the two.

You can also schedule from a specific follow-up: under Open threads, use a thread's Schedule touchpoint action and the event title and note are prefilled from that thread.

Frequently Asked Questions

Do I have to set a cadence for any of this to work?

The Going Cold filter and the Status column work without one, using days since your last interaction. The Relationship check-ins section on Today does not: it only lists people who have a cadence set.

Does Groupthink email me when someone goes cold?

No. Check-ins are in-app, on the Today page. The Daily Brief email covers tomorrow's meetings and today's recaps, not cadence check-ins.

Does Groupthink ever send a message for me?

No. Drafted emails open in your own mail app for you to send. Scheduled touchpoints are written to your own calendar, and any invite comes from your calendar provider when you save the event.

Where did the cadence dropdown go on my person page?

It sits at the end of the row that starts with Last met, after the status chip. It is a compact plain dropdown rather than a bordered one, so it reads as text until you hover it.

Can I set a cadence like "every 10 days"?

Not from the dropdown. The choices are Weekly, Biweekly, Monthly, Quarterly, Every 6 months, and Yearly.

Getting Help

Questions about staying in touch? Email support@groupthink.com