Automated Customer Email Program

Most companies ship far more useful things than their customers ever hear about. New features land in release notes nobody reads. Great videos and blog posts get one social post and disappear. Customer emails go out when someone finds the time, which is rarely.

The Automated Customer Email Program fixes that. Every day at {RUN_TIME} your clone:

• reads your content calendar and a backlog of unsent updates (release notes, blog, videos, social posts, knowledge base),
• picks the day's best email using a fixed priority order,
• writes it in one of six email types (plus a fallback for slow days),
• builds it in your branded HTML template,
• checks send history so nobody gets the same thing twice,
• sends a preview to you for approval (always, during the first {APPROVAL_PERIOD}),
• sends it through the right channel: HubSpot marketing email for list sends, or 1:1 from Gmail or Outlook for personalized ones,
• logs every send (inbox label/category, Salesforce or HubSpot task for 1:1 sends, HubSpot's own send history for list sends) and emails you a short summary.

What you get:

#The six email types (plus a fallback)

#Daily priority order

When more than one thing is ready, the clone picks the first available in this order:

New feature → Feature update → Video (relevant, not yet sent) → Blog → Tip → Industry / comparison → Social post (fallback)

Anything already scheduled for today in {CONTENT_CALENDAR} wins over the priority order.

• Marketing teams who want a consistent customer newsletter-style program without building every email by hand.
• Customer Success teams who want customers to adopt new features and see relevant use cases.
• Product marketing who need every release to reach customers, not just the changelog.
• Small teams with lots of content (videos, blogs, docs) and no one with time to turn it into emails.

It is built for current customers (as defined by {CUSTOMER_DEFINITION}). It is not a cold outreach or prospecting tool.

 ┌───────────────────────────────────────────────────────────────────┐
 │  Your content: {CONTENT_CALENDAR} + {CONTENT_SOURCES}             │
 │  (release notes · blog feed · video channel · social · KB)        │
 └───────────────────────────────┬───────────────────────────────────┘
                                 │
                   Every day at {RUN_TIME} (scheduled task)
                                 │
                                 ▼
 ┌───────────────────────────────────────────────────────────────────┐
 │  "Customer Email Program" skill                                   │
 │                                                                   │
 │  1. Read calendar + backlog     ──►  candidate items              │
 │  2. Check send history          ──►  drop anything already sent   │
 │  3. Pick today's email          ──►  calendar first, then         │
 │       new feature > update > video > blog > tip >                 │
 │       industry/comparison > social fallback                       │
 │  4. Choose audience + channel   ──►  {LIST_ALL} / {LIST_SEGMENT}  │
 │                                      or 1:1 personalized          │
 │  5. Apply {CADENCE_RULES}       ──►  who is due today             │
 │  6. Write copy + build branded HTML ({BRAND_COLORS}, {LOGO_URL})  │
 │  7. Preview to {APPROVER}       ──►  wait for "approve"           │
 └───────────────────────────────┬───────────────────────────────────┘
                                 │  "approve"
                                 ▼
 ┌───────────────────────────────────────────────────────────────────┐
 │  Send                                                             │
 │   List send ──► HubSpot marketing email ──► HubSpot CRM records  │
 │   1:1       ──► {CLONE_INBOX} / {SENDER_INBOX} (Gmail/Outlook)    │
 │                 ──► label/category {SEND_LABEL}                   │
 │                 ──► completed Salesforce/HubSpot task per contact │
 │  Daily summary ──► {APPROVER}                                     │
 └───────────────────────────────────────────────────────────────────┘

#How it routes each email

The CRM task subject is internal only: [Customer Email] {Type} – {Title} (for example [Customer Email] Feature – Bulk export). Customers never see it. The customer-facing subject line never contains tags or internal labels.

Your clone matches these to the exact skill names in your workspace. Your clone will report the names it finds in your catalog.

Skill names can differ slightly between orgs. Confirm the exact names in your skill catalog before saving the skill.

• Send fatigue is the biggest risk. Daily email is only right for customers who want it. Start lighter than you think, watch unsubscribes, and use {CADENCE_RULES} to keep free or low-engagement users on a weekly digest.
• Outlook renders email differently. Outlook desktop ignores a lot of modern CSS. The template uses tables, inline CSS and a 600px width for this reason. Always test in real inboxes: Gmail (web and app), Outlook desktop, Apple Mail and a phone. A preview pane is not a real test.
• Image formats. Avoid Web P (it breaks in some Outlook versions). Use PNG, JPG or GIF. Keep images under ~1 MB.
• Host images publicly. Images must load without a login. Images in Google Drive, SharePoint or behind your app's login show as broken boxes. Use HubSpot's file manager, your website, or a CDN for {LOGO_URL} and thumbnails.
• HubSpot needs a custom coded template to accept raw HTML. Drag-and-drop editors will rewrite or reject pasted HTML. Create a coded template in HubSpot's Design Manager and use that.
• Keep internal sales language out of customer copy. Words like "upsell", "expansion", "at-risk", "health score", "tier 1 account" or deal details must never appear in customer emails. The skill checks for this, but read your previews.
• Never put tags in customer-facing subject lines. [Customer Email] belongs in the internal CRM task subject only.
• Laws and consent (CAN-SPAM, GDPR, CASL and others). Every commercial email needs a working unsubscribe and your physical address. Only email people who are allowed to receive it. 1:1 emails from an inbox still count: the clone honors opt-outs and includes a simple opt-out line. Check with whoever owns compliance at your company.
• List hygiene. Bounces, unsubscribes and do-not-email flags must be respected in both HubSpot list sends and 1:1 sends (a HubSpot unsubscribe does not automatically update a Salesforce opt-out flag, so check both if you use Salesforce). Keep {LIST_ALL} a dynamic list that excludes them automatically.
• Link tracking. HubSpot rewrites links for click tracking. That's normal, but it can break links that are already shortened or redirected. Use full, direct URLs. Add UTM tags if you want website analytics to show the source.
• 1:1 sending limits. Gmail and Microsoft 365 have daily sending limits, and bulk-looking 1:1 email can hurt deliverability. Keep {DAILY_1TO1_CAP} modest and personalize for real.
• The clone can only see what's shared with it. If the content calendar, a video channel or a release notes folder isn't shared or connected, it can't use it.
• Read every instruction before saving it into a skill. You're responsible for what your clone sends.