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Automated email flows let you send emails based on lead behavior, status changes, or timed events. Hubhus supports both automation rules and action listeners, giving you control over timing, conditions, and logic.

This article explains how to create automated email sequences, how status-based triggers work, and when to use action listeners.

When to use automated email flows

Use automations when you want to:

• Send confirmation emails when a lead is created

• Send follow-up emails after X hours/days

• Trigger emails when a lead enters a specific status

• Build multi-step sequences with delays

• Notify internal staff about new leads or events

• Run recurring workflows

Use action listeners when you need:

• Immediate send (no delay)

• Email triggered by a field update, file upload, or checklist submission

• Reactions to customer actions (page visit, upload, booking)

1. Creating automation rules for emails

Go to:

Campaign settings → Automations → New automation rule

Each rule consists of:

1. Trigger
   Examples:

   • When status changes to Contacted

   • When lead is created

   • When field X is updated

   • When time since creation > 48 hours

2. Conditions
   Narrow which leads qualify (using selects, fields, assigned person, tags, etc.).

3. Actions
   Common email-related actions include:

   • Send email (choose a template)

   • Send SMS

   • Change status (often part of the flow)

   • Set assigned person

   • Delay

4. Max. fires per order/lead
   Controls how many times a rule can run per lead.
   For multi-step flows, increase this value.

2. Status-based email triggers

To send an email when a lead reaches a specific stage:

1. Create a new automation

2. In the trigger, choose Status changed to…

3. Add an action → Send email

4. Select the email template

5. (Optional) Add a delay, e.g. Send 30 minutes after the status change

6. Save

Status-based automations are commonly used for:

• Welcome sequences

• Quote sent → follow-up reminders

• “Order completed” messages

• No-response follow-ups

3. Timing and delays

Delays determine when an email is sent. Examples:

• “Send immediately”

• “Wait 2 hours and send”

• “Send the next morning at 09:00”

• “Send after 3 days if lead is still in the same status”

Delays can be chained to build longer flows:

Example sequence:

Status = Quote sent
 → Send email 1 immediately
 → Wait 24h
 → Check lead still in same status
 → Send follow-up email
 → Wait 72h
 → Check not contacted yet
 → Send final reminder

4. Using action listeners for emails

Action listeners trigger immediately when something specific happens.

Examples:

• A file is uploaded

• A checklist is submitted

• A specific field is updated

• A web page is visited

• Customer clicks a button

• Booking is created

Action listeners are best for:

• Internal instant notifications

• Real-time alerts

• “Thanks for uploading your documents”

• “Your booking has been received”

Unlike automations:
✔ They trigger instantly
✔ They do not run on intervals
✔ No long delays

Use automations for sequences →
Use action listeners for immediate reactions.

5. Best practices

• Keep messaging templates inside Email Templates so you can test with real leads.

• Use CTRL+K / CMD+K to find placeholders.

• Always verify Max. fires per order if emails “stop working”.

• Use status-based triggers for predictable flows.

• Use action listeners for real-time customer or staff notifications.

• Keep delays simple to avoid overlapping flows.

• Test the sequence using preview leads before activation.

? Common searches

email setup • send email • email template • automated email

? Also known as

message • notification • mail

Related articles

How do I send emails to specific recipients?
How do I see email sending history and errors?
Why are my emails not being sent?
How do I display checklists or tables in emails?
How do I edit email templates?