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Use cases → Email operations

Schedule welcome emails for mass onboarding waves

Automate sending staged welcome emails to new users in bulk, ensuring each receives the right message at the right time.

Who it is forIT or People Ops teams onboarding dozens or hundreds of new users at once.
APIsGmail API, Admin SDK
Typical scopesgmail.send, admin.directory.user.readonly

The problem

Manually sending welcome emails for bulk onboarding is error-prone and impossible to scale, especially when users should receive messages at specific times relative to their account activation.

How it works

  1. Pull the list of new users from the directory using Admin SDK.
  2. For each user, compose the appropriate welcome email template.
  3. Use the Gmail API, impersonating a system account, to schedule the email for delivery at the desired time.
  4. Log each scheduled message for audit and troubleshooting.

What changes

Every new user receives a timely, consistent welcome email—no matter the size of the onboarding wave.

The trap in this one. Gmail API's send-as scheduling only works for up to 100 draft messages per user; exceeding this limit causes silent drops with no error in the API response. If your onboarding wave is larger, batch by multiple sender accounts or stagger the schedule to avoid exceeding the quota—otherwise, some users never receive their welcome email and there's no log of the miss.

Questions people ask

Can I customise each email per user?

Yes, you can personalise the email template using user attributes pulled from the Admin SDK directory.

What happens if a user is suspended before their scheduled email?

The Gmail API will still accept the request, but the email will not be delivered and there will be no explicit delivery failure notification.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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