Automations
The Automations feature allows you to create automated email sequences to engage your contacts.
Set up triggers, actions, and rules to automate your workflows.
Use cases
Use integrations to add contacts into Mailtrap using API, SDKs, Make.com, Zapier, or N8N.
Use case: Greet new contacts, set expectations, and share first-week tips. Perfect for onboarding new subscribers and making a great first impression.
How to set it up:
Trigger: Contact created
Add Send email steps with Time delays
Optionally: Conditional split by plan or locale
Use case: Nudge users when a field changes (e.g., trial started, role/plan updated). Ideal for guiding users through product adoption milestones.
How to set it up:
Trigger: Contact field updated
Send email with next steps
Add to list "Onboarding" for later messages
Use case: Deliver targeted content as people enter key lists. Great for webinar registrants, new customers, or list cleanup workflows.
How to set it up:
Trigger: Contact added to list (or removed from list)
Send email
Add/Remove from lists to manage follow-ups
Use case: React to product or billing events. Excellent for purchase confirmations, payment failures, or milestone celebrations.
How to set it up:
Trigger: API event received
Send email
Optionally: Update contact field and Conditional split based on event data
Functionality
Available components
Entry points for your automation
Contact created — Starts when a new contact is added
Contact field updated — Fires when specific field changes
Contact added to list — Activates on list addition
Contact removed from list — Triggers on list removal
Contact custom event — API event received
Operations to perform on contacts
Send email — Deliver personalized messages
Update Contact Field — Modify contact properties
Unsubscribe Contact — Remove from all marketing
Add to List(s) — Assign to one or more lists
Remove from List(s) — Remove from specific lists
Control flow and timing
Time delay — Wait before next step
Conditional Split — Branch based on criteria
Triggering via API Event
"Contact custom event" trigger requires you to send an API event.
Event in the trigger settings should be equal to the event you pass via API.
Here is description of the endpoint.
Limits
Limited number of automation runs based on your plan
Each contact can go through the same automation once in 24 hours
Check your limits in Billing Dashboard
Look for "Automations run count"
Feature is currently included in your plans (may change later)
Creating your first automation
To get started, navigate to the tab in your Mailtrap account or go to https://mailtrap.io/automations.
Define the name for your automation.
Choose a descriptive name that indicates the automation's purpose.
Set up an entry trigger and select when the automation should start.
For this example, we'll use the "Contact created" trigger. This means the automation will start whenever a new contact is added. After selecting the trigger type, click "Save".
Building your automation sequence
Now that you've set up the trigger, you can start adding steps to your automation.
Click the "Add Step" button to add your first action.
Select "Send Email" as your first action.
Customize your email content and settings.
Add your subject line, choose a template, and personalize with merge tags.
Adding delays and additional steps
To create a more complex sequence, you can add time delays and further actions.
Insert waiting periods between actions.
Configure the delay duration (minutes, hours, days, or weeks).
Continue building your sequence with additional messages or actions.
Repeat the process to add more emails, list assignments, or field updates.
Automation activation
Once you've built your automation sequence, it's time to activate it.
Before activating
Test with a small group first
Review all email content
Verify trigger conditions
Check time delays
Pausing and disabling
You can pause or disable your automation at any time.
Temporary suspension
No new contacts can enter automation
Contacts currently in automation continue the flow
Use when making minor adjustments
Complete shutdown
No new contacts can enter automation
All contacts currently in automation will complete their current step
Then removed from the flow
Use for major changes or discontinuation
Stats — Monitoring automation performance
You can track the performance of your automation by clicking on the Reports tab within the automation builder.
Available metrics
Open rate per email
Click rate per email
Number of step completions
Delivery rate
Best practices
Start simple: Begin with basic welcome series before complex flows.
Test thoroughly: Use test contacts before going live.
Monitor performance: Check reports weekly for optimization opportunities.
Segment wisely: Use conditional splits for personalization.
Time delays: Consider time zones and optimal send times.
Exit strategies: Plan how contacts leave the automation.
Common automation workflows
Welcome Series Template
A multi-step onboarding sequence for new contacts:
Trigger: Contact created
Email 1: Welcome message (immediate)
Delay: 2 days
Email 2: Getting started guide
Delay: 3 days
Email 3: Feature highlights
Personalize with first name and signup source.
Include clear CTAs in each email.
Track engagement for segmentation.
Consider time zones for optimal delivery.
Test subject lines for best open rates.
Re-engagement campaign
Win back inactive subscribers with targeted messaging:
Trigger: Contact added to "Inactive" list
Email 1: We miss you + special offer
Delay: 3 days
Email 2: Last chance offer
Delay: 7 days
Action: Unsubscribe contact
Use compelling subject lines ("We miss you!").
Offer exclusive incentives.
Show what they're missing.
Make unsubscribe easy.
Clean list after campaign.
Post-purchase flow
Maximize customer value after purchase:
Trigger: API event "purchase_completed"
Email 1: Order confirmation
Delay: 1 hour
Email 2: Thank you + getting started
Delay: 3 days
Email 3: Tips and tricks
Delay: 7 days
Email 4: Review request
Action: Update field "customer_status" to "active"
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