SuperMail Masterclass On Demand

8 minute(s)

The Challenge

While monday.com allows you to send emails through native automations, the functionality is limited. In native monday.com and Gmail or Outlook integrations, mails are sent as plain text, without HTML formatting or design control. You can’t properly embed images. Attachments are delivered as links, which recipients may not be able to access. Even basic elements like hyperlinks and layout customization are restricted.

For teams that rely on automated emails for client communication, approvals, notifications, or updates, those limitations quickly become a problem.

SuperMail was built to remove those barriers.

The Solution

With SuperMail, you can send fully formatted HTML emails, add images and files directly into the message, include proper hyperlinks, and design emails with the same level of control you would expect from a professional email tool.

SuperMail also expands who you can send emails to.

With monday.com’s native automations, emails can only be sent to People columns, Email columns, or team members. This is suitable for basic use cases, but it becomes restrictive as soon as your workflows get more complex.

SuperMail removes those limitations by allowing users to send emails to text columns that contain email addresses, as well as email addresses listed in mirror columns. This opens up far more flexibility in how your boards are structured.

For example, if you’re managing one client with multiple contacts stored across connected boards, you can email all of them at once using a single automation. There’s no need for workarounds or manual duplication. It simply works with the way your data is already organized.

SuperMail also offers a CC and BCC functionality, giving you greater control over automated communication to a wider audience. Whether you need to loop in internal stakeholders, notify managers quietly, or copy multiple recipients, you can now do it with SuperMail automations.

This masterclass shows you how to apply these features in different use cases to improve your communications and workflows without leaving monday.com

Use Case 1: Approvals Straight from Emails

Let’s imagine you’re a project manager running a project inside monday.com with multiple tasks and sub-tasks. Before starting each task, you need approval from your CFO. For the project to move smoothly, approvals need to be fast and easy. What you don’t want is your CFO digging through the board to find the right item, or replying “Approved” by email and leaving you to manually update the status afterward. This is how things get lost and processes stall.

With SuperMail, the approval happens directly from the email.

When a task is ready for approval, you can use SuperMail to send a structured email that includes all the relevant task details as well as sub-items as needed. You can choose which sub-item columns to display and whether they appear in a table or list view. The CFO sees all the information needed to make a decision, without having to open the monday.com board.

Most importantly, the email should include embedded status change buttons. You select the status column and label in the template, and you can even add limitations or multiple buttons such as “Approve” or “Request Changes.” When the CFO clicks a button, the board updates instantly. No need to login, search for passwords, or update anything manually.

To make the process even faster, SuperMail AI can generate or polish the email content. SuperMail AI can even include board injections such as first name, numbers, dates, and more. Finally, SuperMail AI can assist with creating the change status or call to action action buttons as desired.

SuperMail Features Used in This Use Case

• Rich HTML email formatting
  
• Embedded status change buttons
  
• Sub-items embedded in the email
  
• CC and BCC functionality
  
• Board data injections
  
• SuperMail AI

Use Case 2: Better Ticketing Systems

Now let’s look at customer support ticketing use case.

Imagine that you’re managing tickets in monday.com. Each ticket is an item. Sometimes the same customer opens multiple tickets at once.

With monday.com’s Emails & Activities, communication is email-based. In other words, if three different tickets come from the same email address, all email threads appear across all three items. Conversations overlap and it may become challenging to track which message belongs to which ticket.

SuperMail solves this by being item-based.

Each ticket keeps its own separate conversation. Even if multiple tickets come from the same email address, communication stays clean and contained within the correct item, reducing ticket overlap and eliminating messy and disjointed email threads.

In addition to keeping tickets organized within the item view, SuperMail Dialog lets you see the full conversation history, along with critical tracking data like opens, clicks, replies, and even failure to send. 

SuperMail also includes custom tracking recipes, so you can trigger status updates when an email is sent, opened, clicked, replied to, or fails. This board-based view is especially useful for bulk sends, where you may want visibility into open rates, click rates, and failures, so you can update your email strategies moving forward.

Two more benefits of using SuperMail for ticketing:

You can reply to open tickets using saved templates, which saves a lot of time.

You can also choose what name appears as the sender — for example, “spot-nik team” or a specific person like “Michal Leiba.” This makes it easy for multiple team members to respond to tickets without confusing the customer about who is writing back.

SuperMail Features Used in This Use Case

• SuperMail Dialog (item view)
  
• In-board tracking for open, click, reply, send, and failures
  
• Tracking automation recipes
  
• Text-based email templates
  
• Custom sender display name
  
• “Send Now” template testing

Use Case 3: Organized Onboarding Sequences

Last but not least, SuperMail can (and should) be used for user onboarding, since proper onboarding determines whether someone becomes an active user or quietly disappears.

In this use case, we’re working with a Contacts board for individual users and a Clients board for accounts, with SuperMail installed on both. This use case works for any type of onboarding, including new product sales, event registrations, client onboarding, and more. In these sensitive times, you don’t want to manually remember to send emails or rely on disconnected tools. Instead, you can build a reliable and organized onboarding sequence directly inside monday.com using a simple workflow: when an item is created, wait a defined amount of time, change a status for tracking, and send the onboarding email.

This status change is more powerful than it sounds. When SuperMail tracking is properly configured, you will have complete visibility into the onboarding journey. You can instantly see which onboarding emails were already sent, which step each user is on, and who hasn’t progressed. Everything is tracked inside the board, so there’s no second system to check and no confusion about what happened or where things stand.

We recommend designing onboarding emails using HTML templates rather than plain text. SuperMail’s drag and drop HTML editor works just like modern email marketing tools, allowing you to place sections where you want them, add images, buttons, dividers, and layout blocks, and even insert custom HTML from a designer when needed. You get polished, branded onboarding emails without no coding required.

What makes these emails even more powerful is that they can interact with your board. You can add change status buttons directly inside the email. A common example is an unsubscribe button. When a user clicks it, the unsubscribe status column updates automatically and the item moves to the unsubscribed group, ensuring they won’t receive further emails. The same approach can be used for RSVPs, confirmations, feature interest, or other engagement signals. Instead of static messages, your emails become action-driven touchpoints.

Follow-ups can be triggered based on time delays, replies, status changes, opens, or link clicks. This means that your onboarding flow will be fully responsive to your needs and the behavior of your email recipients. If someone clicks a specific feature link, you can send advanced guidance. If they don’t engage, you can nudge them. If they reply, you can move them into a higher-touch stage. 

To make scaling even easier, SuperMail templates can now be imported from other boards. You can copy an existing template, automatically map column injections such as name, numbers, dates and files, and reuse proven emails across different workflows. Just select the template, adjust as needed, and you’re ready to go. 

SuperForm Features Used in this Use Case

• In-board tracking for open, click, reply, send, and failures
  
• Tracking automation recipes
  
• Drag and drop HTML editor
  
• Workflow integration for SuperMail automations
• Embedded change status button

Bonus Feature: SuperMail + monday Sidekick

SuperMail also connects directly to monday Sidekick so users can generate a usable template from a prompt, including the kind of structure teams typically need for approvals and process emails. The practical value is speed: faster first drafts, and less time spent rebuilding the same workflows, sorting email lists, or configuring everything manually. Learn how to automate email workflows with Sidekick here.