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Use cases → Email operations

Send a survey to every employee by mail merge

Deliver a company-wide survey by generating individual emails to all users via a delegated service account, avoiding mass recipient limits.

Who it is forInternal communications or HR teams needing to reach all staff directly.
APIsGmail API, Admin SDK
Typical scopesgmail.send, admin.directory.user.readonly

The problem

Bulk mail tools are throttled or flagged as spam, and using a single mailbox for thousands of recipients quickly hits sending limits or gets quarantined. No built-in Workspace feature covers individualised survey mail at scale.

How it works

  1. Enumerate all active users via the directory API, filtering out suspended and non-employee accounts.
  2. Generate a unique survey link or token for each recipient.
  3. Impersonate a designated mailbox with gmail.send and send each mail individually, ensuring proper From and Reply-To.
  4. Log delivery and any bounces for tracking.

What changes

Every employee receives a personal survey invitation, bypassing group or BCC limits, with a clear audit trail for delivery.

The trap in this one. The Gmail API enforces per-user daily send quotas, even for service accounts using domain-wide delegation—typically 1,500 messages per day per account. If you enumerate and send in a single run, mails over the quota are silently dropped with a 429 error, but the batch may appear to have succeeded. This is only visible if you check the API response for each send; missing this step leads to silent non-delivery for a random subset of users every time.

Questions people ask

Can I use a Google Group or mailing list instead?

Not for personalised links or tracking; and group mail often lands in spam or is throttled for large sends. Individual messages avoid these issues.

How do I know if mails were dropped?

You must inspect the response of each Gmail API send call for errors, especially 429 Too Many Requests. There is no summary report of dropped messages.

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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