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Module Detail

Send emails automatically during conversations - perfect for follow-ups, brochures, or escalation alerts.

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One-Time Setup

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1. Add the Module

  1. Click Add Tool → Module Library → SendGrid Email
  2. The tool appears in your left-hand panel ready for configuration

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2. Configure Once

From Email: The address the message should appear to come from (must be verified inside SendGrid) From Name: ‘Callgency AI’, ‘Acme Support’, or a person’s name SendGrid API Key: Generate a full-access key in your SendGrid dashboard and paste it here Click Save - that’s all the setup you’ll ever need!

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Variables Required at Runtime

The agent must supply these each time:
  • to_email: Recipient’s address
  • subject: Email subject line
  • message: Body content (can include \n for line-breaks)
Optional: Embed dynamic variables like {{first_name}} inside any fields

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Prompt Examples

If the caller asks for more information, run the send_email tool with:
  to_email = the contact's email
  subject = "Your Callgency AI demo link"
  message = "Hi {{first_name}},\n\nJacob here from Callgency AI. 
             As promised, here's our overview: https://Callgency.ai\n\n
             Cheers!\nJacob"

Set the tool to async because no response is needed.
The agent now drops a personalized email into the prospect’s inbox while the call continues.

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Escalation Alert

If you encounter an issue you cannot solve, run the send_email tool with:
  to_email = "[email protected]"
  subject = "⚠️ Escalation needed – Callgency AI agent"
  message = "Agent encountered: {{issue_description}}"

Mark the call as successful once the email is sent.
Great for alerting a human when the bot hits a brick wall.

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Common Use Cases

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1. Resource Delivery

Send brochures, PDFs, or links after qualification Example: 
"I'll email you the pricing guide right now."
[Sends email with PDF attachment link]
"Sent! Check your inbox for details."

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2. Appointment Confirmation

Send detailed appointment information with directions and prep instructions Example: 
to_email: {{customer_email}}
subject: Your appointment on {{date}} at {{time}}
message: 
  "Hi {{firstName}},\n\n
   This confirms your appointment on {{date}} at {{time}}.\n\n
   Location: 123 Main St\n
   What to bring: Photo ID, recent bill\n\n
   See you soon!"

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3. Lead Escalation

Alert your team when hot leads need immediate attention Example: 
to_email: [email protected]
subject: 🔥 Hot Lead - {{firstName}} {{lastName}}
message:
  "High-value lead just qualified:\n\n
   Name: {{firstName}} {{lastName}}\n
   Company: {{company}}\n
   Interest: {{service}}\n
   Timeline: {{timeline}}\n\n
   Follow up ASAP!"

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4. No-Show Recovery

Send a friendly email when someone misses an appointment Example: 
to_email: {{customer_email}}
subject: We missed you today!
message:
  "Hi {{firstName}},\n\n
   We noticed you couldn't make it to your {{time}} appointment.\n\n
   No worries! Want to reschedule? Just reply to this email or\n
   click here: {{rebooking_link}}\n\n
   Looking forward to seeing you soon!"

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Tips & Reminders

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Async Setting

  • Leave ON for everyday sends (agent doesn’t wait for response)
  • Toggle OFF only if you need to read the SendGrid confirmation

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Formatting

  • Newline characters (\n) render as normal line-breaks in email clients
  • Use \n\n for paragraph breaks
  • HTML is not supported in basic module (use plain text)

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Rate Limits

  • SendGrid free tier: 100 emails/day
  • Paid plans: Scale as needed
  • Monitor usage in SendGrid dashboard

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Deliverability Best Practices

  1. Verify your sending domain in SendGrid
  2. Set up SPF/DKIM records to avoid spam folders
  3. Use a professional From name (not “noreply@”)
  4. Keep subject lines clear and non-spammy
  5. Include an unsubscribe option for marketing emails

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Advanced: Using with GoHighLevel

For maximum power, combine SendGrid with GHL:
  1. Agent sends email via SendGrid
  2. GHL tracks if email was opened
  3. Trigger follow-up based on email engagement
  4. Score leads based on email clicks
Example workflow: 
Agent qualifies lead
→ Sends email with SendGrid
→ GHL tags contact "info-sent"
→ Wait 48 hours
→ If email opened: Add tag "engaged"
→ If not opened: Send SMS follow-up

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Troubleshooting

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Emails not sending

  • Verify SendGrid API key is valid
  • Check SendGrid account status (suspended?)
  • Ensure “from” email is verified in SendGrid
  • Check SendGrid activity logs for errors

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Emails going to spam

  • Set up domain authentication (SPF/DKIM)
  • Avoid spam trigger words in subject/body
  • Use a legitimate “reply-to” address
  • Warm up your sending domain gradually

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Dynamic variables not working

  • Check variable spelling matches exactly
  • Ensure variables are being passed from GHL/agent
  • Test with static values first

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Cost Breakdown

  • SendGrid Free: 100 emails/day (perfect for testing)
  • Essentials: $15/month for 50k emails
  • Pro: $90/month for 100k emails
Most agents use less than 100 emails/day, making the free tier sufficient.

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Next Steps

Wire up the SendGrid Email module once, and your agents can email brochures, links, or alerts without ever leaving the conversation.