How to Set Up Email Marketing Automation for Your CRM

Email automation is only as effective as the data that powers it.

You can have a great sequence of emails ready to go, but if your campaigns aren’t connected to your CRM, your emails might be missing the context that makes them relevant. And irrelevant emails don’t convert.

That’s why it’s a good idea to integrate your CRM with your email marketing automation tool. But how exactly do you do it? Which tool can you use to set up email automation for your CRM?

In this guide, we’ll walk you through how to set up email marketing automation for your CRM using Mailmodo — so you can trigger the right message, to the right contact, at the right time.

What is email marketing automation?

Email marketing automation allows you to send emails automatically based on user behavior or time-based triggers.

Common examples include:

• Welcome series for new sign-ups

• Product upsell flows after purchase

• Re-engagement sequences for inactive users

What Mailmodo offers apart from email automation

Many tools struggle to connect CRM data with email workflows, but Mailmodo was designed with this in mind. Here are some of its core capabilities:

• Integrations: Mailmodo connects smoothly with your CRM and other tools so your data stays in sync.

• Analytics and testing: Mailmodo offers an analytics dashboard to track campaign performance and run A/B tests to improve results.

• Flexible campaign types: You can run bulk campaigns, transactional campaigns, or fully automated journeys.

• Segmentation and personalization: You can target specific groups and personalize messages based on behavior, demographics, or purchase history.

How to set up email marketing automation for your CRM

Setting up automated campaigns with CRM data might seem tricky, but Mailmodo makes it easy. Follow these steps to get your automation running smoothly.

1. Go to the Integrations tab in your Mailmodo dashboard.

2. Pick your CRM (like HubSpot) and allow the connection. If there’s no native integration, you can choose to use webhooks to connect the two.

3. Now open the Journey Builder and click on Create a new journey.
   If you want to send single emails, you can go the campaigns tab and choose to create a trigger campaign or a bulk campaign.

4. Choose a trigger, such as a HubSpot Activity or a contact being added to a specific list or you can choose the API and Integrations option if you’re using webhooks to connect a CRM other than the ones present in the integrations options.

5. Build your journey or campaign by choosing to start from scratch and adding send campaign blocks for your email templates, delay blocks to space out messages (e.g., wait 2 days), and conditional blocks based on CRM data (e.g., deal value > $500). You can also choose from one of the pre-built journeys and set up and edit the blocks as per your requirements.
   Here’s a sample flow you could set up:

• Day 1: Send a welcome email

• Wait for a 1 day

• Day 3: Share content specific to their use case

• Wait for 2 days

• Day 5: Send social proof or a testimonial

6. Inside each send campaign block, you can add the email template you want to send. You can also use Mailmodo’s editor to design one from scratch.

7. You can also add personalization using CRM variables like {{firstName}}, {{company}}, {{dealStage}}, or {{lastProductViewed}}.

8. You can also make your emails more engaging by adding interactive elements such as forms for preferences or feedback, product recommendation widgets, calendars, polls, or ratings.

9. Send a test campaign to make sure all conditions, delays, and branches work as expected.

10. Once everything looks good, publish your journey.

Best practices when automating with your CRM

To get the most out of your Mailmodo + CRM automation setup, follow these best practices:

• Keep CRM data clean to ensure your automation runs smoothly and targets the right contacts.

• Use fallback values so personalization works even when some fields are missing.

• Space out your automation messages to avoid overwhelming leads and improve engagement.

• Test your flows thoroughly by simulating scenarios like missing data or low engagement.

Final thoughts

Every customer you have has their own journey, their own pain points, and preferences. Treating them as a generic list of addresses ignores the human element that makes email marketing effective in the first place.

With Mailmodo, you can use CRM data to reach each customer with the right message at the right time, making every email feel personal and purposeful. Sign up for Mailmodo today and start creating automated, personalized email journeys that truly engage your audience and drive results.