Email Workflows
Overview
Convertly CRM can send emails on your behalf using your own SMTP credentials. This means emails appear to come from your domain, not from a generic platform address.
SMTP setup
Go to Settings → Email to configure your SMTP provider.
Required settings:
| Setting | Description |
|---|---|
| SMTP host | Your email provider’s outgoing mail server (e.g., smtp.gmail.com) |
| Port | Usually 587 (TLS) or 465 (SSL) |
| Username | Your email address or SMTP username |
| Password | Your SMTP password or app-specific password |
| From name | The name recipients see (e.g., “Acme Sales”) |
| From address | The email address the mail comes from |
After entering your settings, click Send Test Email to verify delivery.
Common SMTP providers
| Provider | Host | Notes |
|---|---|---|
| Google Workspace | smtp.gmail.com | Requires an app password if 2FA is enabled |
| Microsoft 365 | smtp.office365.com | Use port 587 |
| Mailgun | smtp.mailgun.org | Recommended for transactional volume |
| SendGrid | smtp.sendgrid.net | Recommended for transactional volume |
| Amazon SES | Region-specific | Low cost, high deliverability |
When emails are sent
Emails are sent by Convertly in these scenarios:
| Event | Recipient | Trigger |
|---|---|---|
| New form submission notification | Email(s) configured on the form | Every form submission |
Automation send_email action | Lead or team member | When the automation runs |
| Password reset | Account email | When user requests reset |
| Team invitation | Invited team member | When Admin sends invite |
| Billing events | Admin email | Payment success, failure, or plan change |
| Affiliate application confirmation | Applicant’s email | On public affiliate application |
Email templates
For automation-triggered emails, you can compose the email directly in the automation action:
- Subject line
- Body (plain text or basic HTML)
- Recipient — lead’s email, assignee’s email, or a specific address
Template variables are supported in the subject and body:
{{lead.name}}— lead’s full name{{lead.email}}— lead’s email{{lead.stage}}— current pipeline stage{{lead.assignee}}— assigned rep’s name{{org.name}}— your organization name
Email previewing
Before activating an automation with a send_email action, click Preview Email inside the action editor to see how the email will render with sample data.