Create Email Automations in ClickUp

Automating email actions in ClickUp helps you keep work moving without manual follow-ups, status updates, or reminders. This guide walks you through how to create, configure, and manage email Automations so your team can communicate directly from tasks with consistent, reliable workflows.

What are email Automations in ClickUp?

Email Automations in ClickUp let you automatically send emails based on task activity and changes. Instead of sending individual emails each time a task is updated, you define rules so ClickUp sends the right message to the right people at the right moment.

These Automations are built from three core parts:

• When: The trigger, such as a task status change.
• Then: An email action that sends a message.
• Conditions: Optional filters that narrow when the Automation runs.

By combining triggers, actions, and conditions, you can create powerful, reusable workflows that support your team’s processes.

Requirements for using ClickUp email Automations

Before setting up email Automations in ClickUp, make sure your Workspace meets these requirements:

• Your plan and usage may limit how many Automations can run each month.
• You must have permissions to edit Automations on a Space, Folder, or List.
• You need an email provider connected when using a send email action from a specific address.

For detailed plan limitations and additional notes, always refer to the official ClickUp documentation.

You can review the source instructions directly in the ClickUp Help Center: Create an email Automation.

Where ClickUp email Automations can be created

You can create email Automations at different hierarchy levels, which determines where they apply:

• Space: Applies to all Folders and Lists inside the Space.
• Folder: Applies to all Lists inside the Folder.
• List: Applies only to tasks in that List.

Choose the level that best matches the workflow you want to automate. For example, a general support email workflow may live at the Space level, while a specialized campaign workflow could live on a single List.

How to create an email Automation in ClickUp

Follow these steps to create an email Automation using native tools in ClickUp:

Step 1: Open the Automations menu in ClickUp

1. Navigate to the Space, Folder, or List where you want the Automation to live.
2. Click the Automations button in the top right (or open the Automations center from the toolbar, depending on your view).
3. Select the option to + Add Automation or Create Automation.

Step 2: Choose a template or start from scratch

ClickUp offers Automation templates you can adapt, or you can build your own:

• Use a template if you see a pre-built email rule that matches your use case.
• From scratch lets you define a custom When trigger and Then email action.

Select the option that best fits your workflow and proceed to configure the rule.

Step 3: Set the ClickUp Automation trigger (When)

The trigger defines when your email will be sent. Typical triggers include:

• Status changes: For example, when a task moves from Open to In Progress or Complete.
• Assignee updates: When a task is assigned to or unassigned from someone.
• Due date changes: When a due date is added, moved, or removed.
• Task created or moved: When a new task is created or moved into a specific List.

Select your trigger and specify the details, such as which status change or field update will activate the Automation.

Step 4: Add the email action in ClickUp (Then)

Next, configure the action so ClickUp knows which email to send:

• Choose the Send email action type.
• Select the email provider or sending address (for example, a connected email account).
• Define the recipient(s), such as:

• Task assignee.
• Task watchers.
• Specific email address(es).

Then set up the email content:

• Subject line: Make it brief and descriptive.
• Body text: Use variables to include task fields such as task name, status, or due date, depending on what ClickUp supports in the Automation builder.

Preview the message to ensure the content is clear and aligned with your team’s communication standards.

Step 5: Add conditions (optional) for precise ClickUp control

Conditions help you refine when the ClickUp Automation runs. For example, you might only want to send an email:

• For tasks in a certain status.
• When a custom field has a specific value.
• When priority is high or urgent.

Add conditions if you need more granular control so your Automation only triggers for the right tasks.

Step 6: Name and save your email Automation

Finally, give your Automation a clear, descriptive name. For example:

• Notify client when task is completed
• Alert assignee when due date changes

Then click Save or Turn on to activate it. Once saved, ClickUp will automatically send emails whenever the trigger and conditions are met.

Managing existing ClickUp email Automations

After creating Automations, you can edit, pause, or delete them as your processes evolve.

View and edit ClickUp Automations

1. Open the Space, Folder, or List where the Automation was created.
2. Click Automations to open the Automation manager.
3. Locate your email Automation in the list.
4. Click to edit the rule details, such as:

• Trigger type or specifics.
• Email recipients.
• Email subject or body text.
• Conditions and filters.

Save your changes to update how ClickUp handles the Automation going forward.

Pause or delete email Automations

Sometimes you need to temporarily stop an Automation or remove it entirely:

• Pause: Turn the Automation off without losing the configuration. You can easily reactivate it later.
• Delete: Permanently remove the Automation when it is no longer needed.

Always verify that no critical workflows depend on an Automation before deleting it.

Best practices for ClickUp email Automations

To use email Automations effectively in ClickUp, keep these best practices in mind:

• Avoid duplicate notifications: Combine or refine rules so people don’t receive multiple emails for the same event.
• Use clear naming conventions: Include the trigger and destination in the Automation name, so teammates recognize what it does.
• Test with a sample task: Create a test task and trigger the rule to confirm that ClickUp sends the email as expected.
• Review regularly: Processes change; review and update your Automations periodically.

These habits help keep your Workspace organized and your automated messages relevant.

When to use ClickUp email Automations

Consider using an email Automation whenever a repeatable event requires a consistent response. Common use cases include:

• Informing clients when their request is marked complete.
• Alerting internal stakeholders when a task enters a review status.
• Notifying assignees about due date changes or upcoming deadlines.
• Sending follow-up reminders when tasks stay in a status for too long.

With strategic use, ClickUp can handle many routine email tasks, freeing your team to focus on high-value work.

Improve your ClickUp workflows further

If you want expert help optimizing your ClickUp setup, process design, or automation strategy, consider working with a specialist consultancy. You can explore services and resources at Consultevo to refine how your Workspace is structured and how your Automations are implemented.

By designing thoughtful email Automations in ClickUp and reviewing them regularly, you’ll build a workflow system that keeps everyone informed automatically and reduces manual communication overhead.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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