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Use cases → Email operations

Send onboarding welcome emails as the hiring manager

Automate personalised welcome emails for new starters by sending from the hiring manager’s account using domain-wide delegation.

Who it is forIT and HR automation teams managing new starter workflows.
APIsGmail API
Typical scopesgmail.send

The problem

Manual onboarding emails are inconsistent and often missed, especially in busy hiring periods. Automating them ensures every new hire receives a timely, personalised message from their manager, but doing so from a central workflow means sending as another user securely and reliably.

How it works

  1. Trigger the workflow when a new account is provisioned or added to the onboarding group.
  2. Fetch the hiring manager’s email and relevant details from the directory.
  3. Use domain-wide delegation to impersonate the manager and send the welcome email to the new hire via the Gmail API.
  4. Log the message ID and status for auditing and troubleshooting.

What changes

Every new starter receives a consistent, manager-branded welcome email, with a verifiable audit trail and no manual intervention.

The trap in this one. The Gmail API’s send method will silently thread the welcome email into an existing conversation if the new hire has previously conversed with the manager—even if the subject and body are different. This can bury the message, causing confusion for both parties. To avoid this, always set the 'References' and 'In-Reply-To' headers appropriately, or send with a unique subject to force a new thread.

Questions people ask

Can I schedule the email to arrive at a specific time?

Not natively with the Gmail API. You need to hold the message in your workflow and call send at the desired time.

How do I avoid sending duplicates if the workflow retries?

Log the sent message ID against the user; use idempotency keys in your automation to prevent accidental resends.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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