Send automated emails when leads are captured. Email Message automations let you instantly follow up with new leads, notify yourself or your team, or even reach out to coworkers at the lead’s company. You can create multiple email automations for different purposes - there’s no limit.
This integration is available on all plans. The CC Coworkers feature requires a PRO plan.
How It Works
When a lead is captured, Viewers sends an email through your configured SMTP provider. You control who receives the email (the lead, their coworkers, or yourself), what it says, and when it’s sent.
Unlike other automations that sync data to external platforms, Email Message automations send actual emails on your behalf.
Creating Multiple Automations
You can create as many Email Message automations as you need. We don’t limit them - but we recommend being selective and targeted.
Good examples:
- One automation that emails you when a Chat lead comes in
- Another automation that sends a follow-up to Contact form leads after 2 hours
- A third automation that reaches out to coworkers when a high-value lead is captured
Use caution with:
- Multiple automations that all email the same recipient for the same lead type
- Automations that could overwhelm leads with too many messages
- Coworker outreach without a clear, legitimate business purpose
The goal is targeted, purposeful automation - not spam.
SMTP Configuration
Email Message automations send through your own email provider. Choose from four options:
Google (Gmail or Workspace)
- Two-Factor Authentication (2FA) must be enabled on your Google account. Set up 2FA here
- Create an App-Specific Password. Create App Password here
- In Viewers, enter:
- Username: Your full Gmail or Workspace email address
- App-Specific Password: The 16-character password you generated (not your regular password)
SendGrid
- Log into your SendGrid account
- Generate an API key at SendGrid API Keys
- In Viewers, enter:
- API Key: Your SendGrid API key
SendGrid is a good option for higher volumes or if you want better deliverability tracking.
Mailgun
- Log into your Mailgun account
- Set up SMTP credentials following Mailgun’s SMTP setup guide
- In Viewers, enter:
- Username: Your Mailgun SMTP username
- Password: Your Mailgun SMTP password
Custom SMTP
For any other email provider:
- Get your SMTP credentials from your email provider
- In Viewers, enter:
- SMTP Server: Your provider’s SMTP server address (e.g.,
smtp.yourprovider.com) - Port: Usually 587 (TLS) or 465 (SSL)
- Username: Your SMTP username
- Password: Your SMTP password
- SMTP Server: Your provider’s SMTP server address (e.g.,
Check your email provider’s documentation for the correct SMTP settings.
Email Settings
Once authenticated, configure your email:
From Email
The email address that appears in the “From” field. This should match your authenticated email or be an authorized sender address for your SMTP provider.
From Name
The name that appears alongside your email address (e.g., “James from Acme Co” or “Acme Sales Team”).
To Email
Choose who receives the email:
| Option | Description |
|---|---|
| New Lead | Send directly to the captured lead’s email address |
| Coworkers | Send to discovered coworker emails at the lead’s company (Pro) |
| Myself | Send to your own email as a notification |
CC Coworkers (Pro)
When sending to coworkers, you can choose how many to include:
- Up to 1 Coworker - Sends to one discovered coworker email
- Up to 2 Coworkers - Sends to up to two discovered coworker emails
- Up to 3 Coworkers - Sends to up to three discovered coworker emails
Coworker emails are discovered during the enrichment process. These are typically role-based emails like sales@, info@, or marketing@ at the lead’s company domain.
Why CC coworkers? This can dramatically improve response rates. If your initial contact doesn’t respond, a coworker might see your email and forward it to the right person - or respond themselves. It’s like multi-threading your outreach automatically.
Use responsibly:
- Only use this for legitimate business outreach
- Ensure your emails provide clear value and aren’t spammy
- Respect opt-out requests immediately
- Be aware of applicable laws (CAN-SPAM, GDPR, etc.) in your jurisdiction
Email Content
Email Subject
The subject line of your email. Keep it compelling and relevant.
Available variables: {first-name}, {full-name}, {email}, {country_code}
Example: {first-name}, thanks for reaching out!
Email Message
The body of your email. This can be plain text or HTML.
Available variables: {first-name}, {full-name}, {email}, {question}, {domain}, {ip_address}, {country_code}
Example:
Hi {first-name},
Thanks for contacting us! I saw your message:
"{question}"
I'd love to learn more about what you're looking for. Are you available for a quick call this week?
Best,
JamesVariable Reference
Use these variables to personalize your emails. They’re automatically replaced with the lead’s actual data.
| Variable | Description | Example |
|---|---|---|
{first-name} | Lead’s first name | Sarah |
{full-name} | Lead’s full name | Sarah Johnson |
{email} | Lead’s email address | sarah@acme.com |
{question} | The message or response the lead submitted | I'm interested in your services |
{domain} | The lead’s email domain | acme.com |
{ip_address} | Lead’s IP address | 192.168.1.1 |
{country_code} | Two-letter country code | us |
Note: If a variable has no data (e.g., the lead didn’t provide a name), it will be replaced with an empty string. Write your emails to handle this gracefully, or use variables you know will always be populated (like {email}).
Email Delay
Set how many hours to wait before sending the email after a lead is captured.
| Delay | Use Case |
|---|---|
| 0 hours | Instant response - great for “thanks for reaching out” emails |
| 1-2 hours | Feels more personal, like someone actually read their message |
| 24 hours | Follow-up if they haven’t responded to your first email |
| 48-72 hours | Second follow-up in a nurture sequence |
Building sequences: Create multiple Email Message automations with staggered delays to build a follow-up sequence:
- Automation 1: Instant thank-you email (0 hours)
- Automation 2: Value-add follow-up (24 hours)
- Automation 3: Final check-in (72 hours)
Each automation fires independently based on its delay setting.
Best Practices
Personalize with variables Use {first-name} and {question} to make emails feel personal, not automated.
Keep it short Automated emails should be concise. Save the lengthy pitch for when they reply.
Match the module to the message A Chat lead expects a different response than a Newsletter signup. Create separate automations with appropriate messaging for each.
Test your emails Submit a test lead and verify everything looks right - variables populated, formatting correct, delivered to inbox (not spam).
Don’t overdo coworker outreach CC’ing coworkers can boost response rates, but use it selectively. One well-crafted email to coworkers is better than spamming everyone you can find.
Use delays strategically Instant emails feel automated. A 1-2 hour delay can feel more human. Longer delays work well for follow-up sequences.
Monitor deliverability If using Gmail for high volumes, consider switching to SendGrid or Mailgun for better deliverability and tracking.
Troubleshooting
Emails not sending?
- Verify your SMTP credentials are correct
- For Gmail, make sure you’re using an App-Specific Password (not your regular password)
- Check that 2FA is enabled for Gmail/Workspace
- Test with a simple configuration before adding complexity
Emails going to spam?
- Make sure your “From Email” matches your authenticated domain
- Avoid spammy subject lines and content
- Consider using a dedicated email service like SendGrid
- Ensure your domain has proper SPF/DKIM records
Variables not populating?
- Double-check the variable syntax:
{first-name}not{firstname}or{{first-name}} - Some variables require data the lead may not have provided
- Test with a lead that has complete information
Coworker emails not found?
- Coworker discovery only works for business email domains
- Personal emails (Gmail, Yahoo, etc.) won’t have coworkers
- Not all business domains have discoverable coworker emails
- Requires a PRO plan with enrichment
Frequently Asked Questions
Can I send HTML emails? Yes. The Email Message field accepts HTML. Just write your HTML directly in the message body.
Is there a limit to how many automations I can create? No. Create as many as you need - but be thoughtful about not overwhelming recipients.
Can I attach files? Not currently. Email Message automations send text/HTML emails only.
What happens if a variable is empty? The variable is replaced with nothing (empty string). Write your emails to handle this gracefully.
Can I use this for cold outreach to coworkers? Technically yes, but use this feature responsibly. Ensure your outreach is legitimate, valuable, and compliant with applicable laws.
Does the delay reset if the same lead comes in again? Viewers deduplicates leads by email, so the same lead won’t trigger automations multiple times.
Which SMTP provider should I use? Gmail/Workspace is fine for low volumes. For higher volumes or better deliverability, use SendGrid or Mailgun.
Need Help?
If you have questions about setting up Email Message automations, contact us.