Automate Emails in monday.com Sales CRM: Sequences & Automations Guide

This is how to send automated emails inside a monday.com sales CRM using both automations and sequences. By the way,

if you'd like us to help you set up monday.com for your business, check out the link in the description below.

Anyway, as you can see here, I'm inside of my example monday.com system. Now, this is monday.com sales CRM. Pertinent

to note, you won't have the sequence functionality inside of Monday work management, but you will have the

automation functionality. So, I'll come on to what those two different options look like throughout the video. So, I'm

on this board here. This is just an example board. Now, this can literally be applied to any board as long as

you're inside of monday.com. And you have either a an email an email column an email column uh email. So, what I'm

just doing now is adding an email column. Alternatively, you can also use a used use a text column as well. So, if

I go ahead and write my email in here, you'll be able to see that that email is now available. This would then function

to send emails to via the automations and the sequences that we are going to set up in the video today. If you're not

using an email column, there are a couple of reasons why you might not necessarily use an email column. You can

also use the use a text column as well. So, exactly the same thing. You just write in the email address. It would

serve in exactly the same way. So option number one is automating emails to let's say a lead or a contact record based on

something happening within the monday.com system. That could be a status change. That could be when a new

item is created. It could literally be anything. For example, in a good use case, when a new lead is created inside

of your monday.com system, let's say that you have a form on your website, someone submits the form, it then

creates a new lead record inside of monday.com. You then want to automatically send an email just to let

them know that you have received their request or their lead or whatever or their inquiry whatever the case may be.

So what you would do is go to automate top right hand corner. You go to manage and then create automation. And then in

this instance what we'd want to do is say when item is created that's our trigger for this particular automation.

Then we're going to go ahead and just search email or we just write in. And then you'll notice we have a couple of

options here. Now, if you are not using either Gmail or Outlook, I have bad news for you. This isn't going to work. So,

monday.com exclusively works with either Gmail or Outlook. So, if you've not got e one of those two, unfortunately,

you're going to have to find alternative methods to send emails. So, in this case, we use Gmail. So, I'm going to go

ahead and select the Gmail option. Then, first and foremost, you need to select the account that you would like to send

your emails from. If you have not associ associated your email account with monday.com, all you need to do is just

press use another account or you or add account, it probably is more likely to say sign in, do the two factor, five

factor authentication, however many layers there are to it, and just associate your email account with

monday.com, which will then allow you to send emails from monday.com via that particular email address. So, just

select and go through the setup. So, I'm going to go ahead and select [email protected].

Then the next stage of the process is to actually write the email. So you see here it's relatively basic. We've got a

subject. So example subject and then we have our body which is obviously the actual email itself. Now you will notice

down here we have autopop populate fields from board items. This essentially allows us to drop in data

points that are on the actual item itself into the email. So as an example it would be hey and then item name. if

we imagine item name is Nick Boardman and then thank you for your inquiry exclamation mark. Um, and then you can

add whatever else you want. For example, the username. You'll probably have other data points

on your board that you might want to include in your email, but I'll just keep that as basic as conceivably

possible for the sake for the sake of this video. And then all you then need to do is select who you are sending it

to. So when you select the someone, you'll have me, internal people, but more importantly, you'll have the email

column here. And you can see we've got the email column that we created or the text column. So either or. I'm just

going to go ahead and select the email column. Then all I need to do is press create automation. So now every single

time a new record is created, what's going to happen is an email will automatically be sent to that particular

email address that's entered in just to let them know that we've received their inquiry. Now what I would do in a

situation like this is I would go to settings or what would I do? I what you want to ideally do is make sure that the

column is required in order to create a new record. So I might go to three dotted button settings enable item

creation form then three dotted button or what I would do is just go add item. Then you'll get this pop-up screen here

and then I would just make the email column required. What we don't what I'm essentially preventing happening is a

new record is added to the system, but there is no email address associated, which means that the automation is going

to fire, but it's not going to be successful because it's got no one to send it to. When you create a new item

and then add the email address, that is not how monday.com would work. That that doesn't think that that's a new item

being created. That's a new item is created when you enter in the item name. So, just be mindful of that. So, I'm

just going to hide these here and I'll make this required as well. So, required then go ahead and press done. So,

actually I don't want that update function either. I don't know why that's on there. Um, that well, I'll leave it.

It'll be fine. So, now in order to create a new item, I have to enter in the name. So, Nick Borman. And then the

email address as well, nickrmcrew.com. And then I just go ahead and press save. And then this will then as a consequence

of a new item being created, trigger the automation for that particular person to be sent the email just to let them know

that we've received their inquiry. And as you can see here, there's now a one associated or a bubble with a one

associated with this particular contact record. If I click in here, I will be able to see the activity or I should be

able to see the email activity. If I go to updates is here anyway. I don't know why it's not in emails and activities,

but I can see the automation has created a new update. Um, and you can see the [email protected]

to the email address we entered at that particular date and time and it's pulled over the name and also just said thank

you for your inquiry and also you got the example subject there as well. So that's how to automate emails. Now if

you want to change this, you can go ahead and do so. So you can create another automation as opposed to when an

item is created. You can say when a status status changes to qualified. Then send email. Again, exactly the same

process. You select the email address you're sending from uh what's written in your email and then the email address

that you're sending to and then pretty much just press create automation. So that's basic email automations. Now, the

next thing that people often want to do within monday.com sale CRM especially is automatically enroll people into

sequences or based on status changes or when a new item is created. And again, that is entirely possible. So, what we

firstly would need to do is make sure that we had a a sequence created. Okay. So, I'll just very quickly run through

creating a new sequence. So, it's plus top lefthand corner. I'm going to call this example sequence.

And then go ahead and press next. And then we need to select the board that we're going to pull data in from that

like you can see choose the board that this sequence will pull contact data from. So example board in this

particular instance and just go ahead and press create board. Now we need to go ahead and create our steps of the

process. It be automatic email and then let's say add and then wait a couple of days and another automatic email. So

once we've added our automatic email, it's exactly the same in the sense that we need to go ahead and write in our

subject. So this is example subject and then we need to write the email. So hey and then we can go ahead and you'll see

here up the top we can pull in data points from the example board and also down here. So that's for the subject and

this is for the body. So I can go ahead and pull in the let's say the name. So hey Nick, thanks uh thanks for your

inquiry exclamation mark. Okay, so that's email number one. And then I've got email number two. So this is example

email number two. Um, and then we could again have data points pulling in and say, "Nick, uh, how are you?" as an

example. So now we have our very complex email sequence set up. We just got to run through a few rules and

notifications. So first and foremost, we need to select the email address that we are sending from. So in this case, I'm

just going to select [email protected]. If you haven't associated your email

account at the previous stage of the process, uh you will need to do that. For some reason, this doesn't want to

let me connect it. Um try this one. infert.com. Seems to work fine. We've selected the board. We know the email

address, the contact information. This is pulled from the example board. As you can see here, this is the email address

that's been selected. We've got a load of other options within the email sequence that you can go through. Um,

I'm not going to worry too much about any of these and just go ahead and press save sequence. I should then be able to

activate the sequence if I want to. Uh, three dotted button, activate sequence. So now our sequence is active. Okay, so

that's all we really needed to do. Couple of steps in the sequence process. Connect our email and make sure that the

email column from the example board is mapped as the email column that we would be sending the sequences. So now we have

a live sequence. All we need to do is automatically roll enroll in enroll our contacts into the sequence dependent on

something happening. So go to automate and then what I would recommend you do is go to create and then just search up

the top here sequences. Okay or sequence. Now the way monday.com have done this is a little bit peculiar in

the sense that they've made the sequences almost like an external app that you would download but it's just

added to every system. And then within that particular app, you have a load of triggers. So when an item is created,

enroll item into sequence. So as a basic example, use template. When an item is created in the board that we are working

on, enroll them into the sequence. Example sequence. Create automation. It's as simple as that. So now when a

new item is created, it's going to go into the email sequence. Again, if we go back here, sequences, click in, you'll

see we have a ton of other options as well. When status changes to something, enroll item into sequence. When status

changes from something to something, enroll item in into sequence. When person is assigned, enroll item to

sequence. When status changes to something, unenroll item from sequence. When status changes from something to

something, unenroll item sequence. You see, you got a ton of options here. You can go through all of these, but in this

video I was just walking you through how to automatically send emails, automated emails, and also sequence emails. So now

we've have a trigger set up. So if I go ahead and add a new contact record. So Nick Boardman, [email protected],

and go ahead and press the save button that creates a new item which will then trigger our sequences. There's one

active enrollment now. Um, and you can see here that there's two steps, two days, one active enrollment, total

number of enrollments. I should then be able to click into and see the enrollments associated with this

particular sequence. And I can see that I am now in this sequence. So I should should have received one of the emails

and then I will be waiting a day for the next email. And you can see here automatic email has been sent. And then

the upcoming tomorrow email will be sent at 10:02 a.m. That's the second step of the sequence that we created just a

moment ago. So we have that available to us. We have the the sequences. We have the automated emails. Mass email

tracking is slightly different. Mass email tracking is would be if we just selected all of the items and then press

mass email. You wouldn't enroll someone into a mass email. They would just be manually selected. Okay. So, sequences

and automations. That's pretty much all you need to know about automating emails inside of monday.com. Now, if you wanted

to learn more about the sequence side of things, I have other videos on my channel. Additionally, just go through

those automations when you go to automate and then go to create and then just search sequences or if I can spell

correctly, there we go. Sequences. Just go through the options. Like there are tons here. So, you can mess around with

them. There's a lot more than people think there are because quite often people go to manage create and then when

this happens then sequences. I think there are a few options here. If I search sequences

um maybe not actually you know which is actually crazy. So there you go. You may not even have

known that this thing exists. Sequences it does exist. You can obviously manage a lot more with this function here the

apps function. So that's everything you need to know. If you would like us to help you set up monday.com for your

business, check out the link in the description below. We would absolutely love to help. Thank you ever so much for

watching. Hopefully this video has been useful and I will see you soon.