Setting Up Email Automations
Create automated workflows that send the right message at the right time.
What is Email Automation?
Automations are email sequences that trigger automatically based on specific events or timing. Instead of manually sending follow-up emails, automations do the work for you.
Trigger
What starts the automation (e.g., new subscriber)
Timing
When to send (immediately, after delay)
Action
What happens (send email, update contact)
Popular Automation Types
Welcome Series
Automatically greet new subscribers with a sequence of emails introducing your organisation.
Trigger: Contact subscribes → Email 1 immediately → Email 2 after 3 days → Email 3 after 7 days
New Member Onboarding
Guide new members through important information and next steps.
Trigger: Added to "Members" list → Welcome email → Information pack → Small group invitation
Birthday/Anniversary
Send personalised messages on special dates.
Trigger: Birthday field matches date → Send birthday greeting at 9am
Re-engagement
Reach out to contacts who haven't engaged recently.
Trigger: No email opens in 90 days → "We miss you" email → Follow-up if no response
Creating Your First Automation
Navigate to Automations
Go to Automations in the sidebar and click Create Automation.
Choose a Trigger
Select what event starts the automation:
- • Subscribes: Contact opts in to emails
- • Added to list: Contact joins a specific list
- • Tag added: Contact receives a specific tag
- • Date-based: Birthday, anniversary, or custom date field
- • Activity-based: Opens email, clicks link, etc.
Add Steps
Build your workflow by adding steps:
- • Send Email: Create or select an email to send
- • Wait: Pause for hours, days, or until a specific time
- • Condition: Branch based on contact data or behaviour
- • Update Contact: Add tags, update fields
Configure Settings
Set automation preferences:
- • Entry rules: Can contacts re-enter this automation?
- • Exit rules: When should contacts leave early?
- • Sending window: Only send during business hours?
Activate
Review your automation, then click Activate. The automation will start running for new triggers. Existing contacts won't be enrolled unless you choose to backfill.
Automation Best Practices
- • Start simple: Begin with a single welcome email, then expand.
- • Test before activating: Use a test contact to verify the flow.
- • Monitor performance: Check open rates and adjust timing or content.
- • Don't over-automate: Too many automated emails can feel impersonal.