Send Email Step

Send a personalized email from your AI agent.

The Send Email step sends an email on behalf of your AI agent to a lead or their assigned sales rep.

The Send Email step configuration panel.

Configuration

Recipients

Field	Description
Send to lead	Sends to the lead's email address.
Send to assigned rep	Sends to the rep assigned to the lead in Salesforce. Requires a Salesforce integration.
CC	Additional email addresses to CC.
BCC	Additional email addresses to BCC.

At least one of Send to lead or Send to assigned rep must be enabled.

Send immediately

By default, Spara paces workflow emails: each connected mailbox sends at most one email every few minutes, so a large batch goes out gradually instead of all at once. This protects your mailbox's sending reputation. Under Outgoing times in the step panel, choose Send immediately to skip pacing — and any configured outgoing window — for that step only. Use it for time-sensitive emails, like a follow-up right after a call or a booking confirmation. It is one of three choices there, so a step either follows a send window or ignores it, never both.

Subject and Body

Both the subject line and body support variables. Use the Insert menu (⚡) to browse and insert available lead data fields.

The body editor supports standard markdown formatting: bold, italics, lists, links, and code blocks.

Use the Preview button to see how the email will render with sample lead data before publishing.

Tips

Personalization drives results. At minimum, include {{ first_name }} in the subject or opening line. Referencing account-specific data (e.g., {{ company_name }}, {{ last_page_visited }}) significantly improves reply rates.

Missing email address. If a lead has no email address on record, this step is skipped and the workflow continues to the next step.

Missing variable values. Name variables such as {{ first_name }} fall back to the best available identity for the lead rather than rendering blank. All other variables render empty when a value hasn't been captured. Use a Condition Step before this step if you want to branch on whether a field is populated.

Outgoing time windows. If your organization has an email outgoing window configured (Settings > Email), this step only fires during that window — either in the lead's own timezone or in a specific one you choose. Leads that reach this step outside the window are held — not dropped — and the step retries automatically once the window reopens. To use a different window for this step alone, choose Send during custom times for this step under Outgoing times in the step panel. Steps with Send immediately enabled ignore the window entirely.

Send pacing. Emails that reach this step around the same time are queued and sent a few minutes apart per mailbox. In the workflow's activity view, a queued email shows as "Queued — sending at a safe pace" until it goes out.

Template syntax errors are caught at publish time. If a subject line or body contains a Jinja syntax error (for example, a mistyped tag like { % if ... %}), publishing the workflow will show a validation error. Fix the template before publishing to avoid delivery failures.