One-to-One Email

Send a builder-defined one-to-one email while letting the agent choose timing and recipient

How One-to-One Email works

One-to-One Email sends a personal email from a configured team member sender using content defaults you define in the builder. Unlike marketing emails, these messages appear as direct communication from a real person on your team, making them ideal for relationship-driven outreach.

The builder controls the sender identity, subject, and body content, while the agent handles timing and recipient selection during the run. This ensures every one-to-one message maintains a consistent, personal tone while still being triggered automatically based on user behavior or lifecycle stage.

Configuration

Inputs

Prompt · string · required

Instructions for when and how the agent should use this tool.

Send to · string · required

Target user (params.to_id), with user or agent assignment mode.

Send from · string · required

Team member sender (params.from_id) used as the one-to-one sender.

CC · string[]

Optional CC emails.

BCC · string[]

Optional BCC emails.

Complete on send failure · boolean · default: "true"

Controls whether the run continues when send fails.

Outputs

status · enum · required

The status of the email send operation. Can be success, failure, or skipped.

to_id · string · required

The ID of the user that the email was sent to.

from_id · string · required

The team member ID used as the sender for this email.

email_id · string

The ID of the email that was sent (available on success).

create_email_options · object

The options used when creating the email, including subject, body, CC, and BCC settings (available on success).

create_email_response · object

The response from the email creation service (available on success).

code · enum

The code indicating why the email send operation failed or was skipped. Can be resend_error, duplicate_email, or user_marketing_email_opt_out.

error_message · string

The message of the error that occurred (available on failure).

Use cases

Lifecycle Handoff

Condition: User passes qualification criteria and is assigned a CSM
Action: Send one-to-one introduction note from the assigned CSM
Outcome: New qualified user receives a personal welcome from their point of contact

Churn Risk Outreach

Condition: Account risk score crosses a critical threshold
Action: Send curated outreach message from the account owner
Outcome: At-risk user receives direct, personal communication to re-engage

Missed Milestone Check-In

Condition: User has not completed a key onboarding step after 10 days
Action: Send one-to-one reminder from the success lead with guidance
Outcome: Stalled user receives targeted help to get back on track

Renewal Conversation Starter

Condition: User subscription renewal is within 30 days
Action: Send personal note from account manager to open renewal discussion
Outcome: Proactive relationship touch before the renewal window closes

Best practices

Sender Identity

• Map the sender to the team member who actually owns the relationship with the recipient.
• Avoid using generic or shared sender identities — one-to-one emails should feel personal.
• Use from_id output to verify the correct sender was used in each delivery.

Delivery and State Tracking

• Follow successful sends with Set Custom Property to mark that outreach has been completed.
• Enable complete_on_send_failure when the agent run should proceed regardless of email delivery status.
• Monitor code output values like duplicate_email to prevent repeat outreach to the same user.

Content and Template Quality

• Keep email content defaults up to date and aligned with your team’s current voice and messaging.
• Review templates regularly to ensure they reflect current product state and company positioning.
• Use preview text to reinforce the subject line and improve open rates in recipient inboxes.