How to create 6 Gmail automations that will save your team hours of work
How to create 6 Gmail automations that will save your team hours of work
Lina Yakunina
Product Marketing Manager
/ Last updated:
April 7, 2021
Cut to the chase...
Get started with the world's first shared inbox that lives in Gmail.
Cut to the chase...
Turn your most effective emails into smart templates you can share with your team in Gmail.

If you’re reading this article, you’re probably spending hours on Gmail daily and hoping to stop this nonsense. Truth to be told, Gmail is great, but current Gmail automation functionalities are not enough.

Fortunately, there are tons of apps that can empower your inbox with mail merge, automated follow-ups, and more. 

Unfortunately, these apps don’t leave inside Gmail nor connect with each other.

As a result, many teams find themselves frustrated, losing time switching between apps, having endless meetings to get aligned with each other, and being counter-productive.

Does that sound familiar? Gmelius is here to help. 

With Gmelius in hand you and your teammates will:

  • Save time on repetitive emails 
  • Automate your outreach without leaving your inbox
  • Gain visibility on how each recipient is interacting with your emails
  • Streamline your team’s workflows
  • Visualize and automate email pipelines 
  • Stop wasting time trying to agree on a meeting time 

That’s a lot. But it’s not too good to be true. Here’s how to make your team happier.

Automate Gmail outreach without external Email Marketing or CRM Software

Let’s say you want to automate your follow-ups.

If you follow along, you’ll come out with shareable email templates and automated follow-up sequences that…

  • Stay top of mind without being annoying
  • Look like you sent it personally (and manually!) from Gmail
  • Continue a custom sequence according to the recipient’s actions  
  • Stop the follow-up sequence once the recipient responds to one email

First things first, let’s see how to automate emails in Gmail with customizable canned responses. As well as share and edit them with your team.

Create and share email templates - a must-have Gmail automation for teams

Email templates are an easy way to save time on repetitive emails. Whether you’re sending a quote, preparing a cold outreach or an internal employee reminder, simply embed a template into your compose window.

Canned responses don’t mean to be impersonal. 

Gmelius’ variables allow you to keep a personalized approach, and it’s not just to personalize names and emails. You can create your own variables that you can populate with whatever you want.

Once your template is created, you can share it with your teammates. This way your team will have a unified voice in what you speak to your customers without losing their personal touch.

Learn more about how to create and share email templates in our blog.

Automate Gmail sequences and drip campaigns

Once you have your templates saved, it’s time to put them into shareable email sequences.

Following simple “If this - Then that” logic, you can easily automate your outreach. For example, if a customer opens an email they will automatically receive a follow-up reminder. And if they answer it, you will be notified to interact personally.

Gmelius also boosts your productivity by removing the grunt work. Does an email need your further interactions? Sequences can synchronize emails with your Kanban boards like personal to-dos or a specific project board, and automatically apply shared Gmail labels.

With Sequences’ Analytics, it’s easy to remain in the know on which stage each recipient currency is. A detailed summary will show you what condition was met, what the current status is, and which action is coming next.

You might be wondering - once created, where can you find all your email templates and sequences? The answer is simple - directly in your compose window! 

Now you’ll never have to keep a running list of the follow-ups you need to do. And if you do have to send emails to prospects and customers, you can leave it to Gmelius.

Build efficient team workflows with Gmail automation rules

Before we move forward, let’s take a closer look at one of the incoming emails. With Gmelius installed your right sidebar is supercharged with a collaboration toolset. 

  • Assign an email to one of your teammates or yourself, 
  • Change a conversation status from open to pending to closed
  • Add tags for additional context
  • Move the conversation to a certain project board
  • Exchange internal email notes with your team

We know - it’s awesome! But what's even better is that you can automate all these actions.

With Gmelius workflow automation rules you can streamline your team’s daily processes and distribute their workload in a few clicks not only across Gmail but also Slack, Trello, and your other daily apps.

Here are just some examples. You don’t have to waste your time responding to each conversation - simply set up triggers and automate your replies. There is also no need to manually assign emails - when certain criteria are met, the right teammate will be routed right away. Gmelius can automatically sort your shared inboxes, organize emails per shared label, trigger SLA rules if an email needs more attention, and much more.

Kanban boards - a modern way to manage and automate email pipelines

By now, you probably know about our Kanban boards in Gmail. But in case you don’t, here’s how your emails can be managed as task cards in a simple and visual way.

Each email can lead to a task, and each task is part of a project. That’s why Gmelius offers an efficient way to collaboratively manage emails and visually organize conversations without leaving your inbox. 

Does Gmail automation work for Kanban boards? Totally! 

First of all, all your tasks can be automatically synchronized with your Google Calendar.

Moreover, in the case of a team board, once an email or a task is added to a column it can be automatically assigned to the column owner. And if your board is organized in stages of completion, once a task reaches a certain stage, its status can be changed automatically.

Do you use Trello or any other project management tool? Bring your tool stack together, by integrating your tools with your inbox. Your updates will reflect in real-time, across all apps so every teammate can work from a preferred platform.

Meeting scheduler - one last thing your Gmail automation stack needs

We bet there are times when you might exchange up to 5 emails trying to agree on a call or meeting time. How about automating this exhausting process?

Google Calendar reminders are nice, but not enough when it comes to appointment scheduling. With Gmelius meeting scheduler you can automate the entire scheduling process. From sharing your calendar availability, to sending pre-meeting reminders and questionnaires, to sharing Zoom or Google Meet links - all this can be done from your compose window in 2 clicks.

Gmelius: Full-Featured Gmail Automation and Collaboration for Teams

There are many apps out there to help you automate your outreach and we strongly encourage teams to streamline their workflows to be more productive. By now you’ve seen the full power of Gmail automation with Gmelius. Save hours on copy-pasting, automate your team’s daily workflows, streamline your outreach, and organize your teamwork visually - all without leaving your inbox.

Like we said in the beginning, making your team happier and more productive isn’t too good to be true. Sign up for free to see it for yourself.

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Gmelius empowers your teams to collaborate, manage projects, serve your customers, and automate workflows without leaving Google Workspace - formerly G Suite - and your favorite daily apps.
Cut to the chase...
Get started with the world's first shared inbox that lives in Gmail.
Cut to the chase...
Turn your most effective emails into smart templates you can share with your team in Gmail.

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