Help Center

Workflow: Send Email

The Send Email action lets your workflow send emails automatically to contacts, internal users, or other recipients based on the workflow path. This is useful for follow-up, reminders, lead nurturing, confirmations, and internal notifications.

Where to Find It

In the workflow builder, Send Email appears under the Actions section.

How to Add a Send Email Action

1. Go to Workflow templates.
2. Create a new workflow or open an existing one.
3. Click the + button where you want to add a step.
4. Under Actions, select Send Email.
5. Click the node to open its settings.
6. Choose the email template, sender, and recipient settings.
7. Click Apply.
8. Save the workflow as a draft or publish it.

How the Send Email Action Works

The Send Email action sends an email when the workflow reaches that node. The content comes from the email template you select, and the recipient is determined by the settings you choose in the node.

You can use Send Email for:

• lead follow-up emails
• internal notifications
• appointment preparation or reminders
• post-form-submission follow-up
• client communication workflows

Choose an Email Template

Each Send Email action requires an email template. The selected template controls the subject line and email body.

Templates can include shortcodes so the email is personalized with contact or workflow data.

Tip: Use clear template names and categories so your team can find the right template more easily when building workflows.

Send From Options

The Send From setting controls which email address appears as the sender. Available options may vary depending on your account setup, but common choices include:

• System / default sender
• Contact Owner
• Scheduler / BD
• Specific internal user

Choose the sender that best matches the purpose of the workflow. For example, a nurture email may come from the contact owner, while an internal workflow alert may come from the system.

Recipient Options

The Send Email action can send to different types of recipients depending on the workflow context. Common recipient options include:

• Primary contact email
• Owner
• Scheduler / BD
• Specific internal user
• Custom email address when supported

This allows you to use the same action for both external communication and internal alerts.

Filters Before Send Email

A workflow path must include a filter before a Send Email action. This is required so email sends stay intentional and targeted.

Important: If there is no filter somewhere earlier in that workflow path, the workflow will not validate correctly for publishing.

Use filters to make sure only the right contacts receive the email.

Using Delays Before Email Sends

You can place a Wait node before Send Email if you want the message to send later instead of immediately.

Examples:

• wait 10 minutes after a form submission before sending a follow-up
• wait 1 day before sending a reminder
• wait 3 days before sending a second nurture email

Email Open Tracking and Branching

If you place a Branch node after a Send Email action, you can branch based on whether the recipient opened the email.

• Yes - Email was opened
• No - Email was not opened

Tip: Add a delay before branching on email opens so recipients have enough time to engage with the message.

For more details, see the help article on Branches, Email Open Branching & Exit Steps.

Common Use Cases

Lead Follow-Up

Send a personalized email after a form submission or lead creation.

Reminder Email

Send a reminder after a delay if a lead has not responded yet.

Internal Notification

Send an internal email to the owner or scheduler when a lead reaches a certain stage.

Appointment Preparation

Send information, checklists, or next steps before a meeting.

Best Practices

• Use a filter before every Send Email path.
• Choose the sender carefully so the email feels appropriate and personal.
• Use templates with shortcodes to personalize the message.
• Keep workflow emails focused on one clear purpose.
• Use delays strategically to avoid sending too many emails too quickly.
• Test email templates before publishing the workflow.
• Use email-open branching only after giving contacts enough time to open the message.

Frequently Asked Questions

Can I send emails to internal users from a workflow?

Yes. The Send Email action can be used for internal notifications as well as contact communication, depending on the recipient settings.

Do I need an email template before I can use Send Email?

Yes. The Send Email action requires an email template.

Can I send emails immediately after the trigger?

Yes, as long as the workflow path includes a filter before the Send Email action.

Can I branch based on whether the email was opened?

Yes. A Branch node placed after Send Email can use email-open tracking.

Can I branch based on link clicks?

No. Click-based branching is not supported.

If you need help using the Send Email workflow action, contact support@leadcenter.ai.