On a schedule
Email 20 new Airtable leads every weekday
Each weekday, 20 new leads from Airtable get a personal email from your Gmail and are marked Contacted.
- Runs
- On a schedule
- Apps
- Airtable, Gmail
- AI
- Optional
- Access
- Airtable read+write; Gmail gmail.send
Send this to your assistant
Create a ClickRuntime automation: every weekday, take 20 Airtable leads with status New, write a personalised email and send it from Gmail, then mark them Contacted.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A two-person agency builds a list of potential clients in Airtable: company, contact, a note on why they might need help. The list keeps growing, but outreach happens in bursts when there is a quiet week, and then stops again when client work picks up.
This automation works through the list at a steady pace, twenty leads a day, so new conversations keep starting even in the busiest weeks.
What you get out of it
Outreach that never stalls
A fixed daily number keeps the pipeline filling, rather than depending on whoever has a free afternoon.
Emails that read as personal
Each email uses the lead's name, company and your note on them, with optional AI help, so it does not read like a mass mailing.
A pace that protects your inbox
Twenty a day from your own Gmail is a sensible volume that keeps replies manageable and your account in good standing.
Your list stays up to date
Each lead is marked Contacted with the date, so you always know who has been emailed and when to follow up.
How it works
What happens, step by step
Every weekday morning ClickRuntime takes up to 20 leads marked New in your Airtable table.
For each lead it writes a short email using their name, company and your notes, with optional AI help to personalise it.
The email is sent from your Gmail account.
The lead is marked Contacted with today's date, so it is never emailed twice.
Before it runs live
- Connect Airtable
- Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Run it at a different time, more or less often, or only on weekdays
- Change what the AI looks for, or how it writes the result
- Add another app, for example also send it to Slack
- Combine it with other Airtable and Gmail steps into one automation
Under the hood
The code that runs this automation
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
import base64
from datetime import date
from email.mime.text import MIMEText
from clickruntime import on_trigger, credentials, http, ai
TABLE = "https://api.airtable.com/v0/your-base-id/Leads"
def send(gmail, to, subject, text, thread=None):
msg = MIMEText(text)
msg["to"], msg["subject"] = to, subject
body = {"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}
if thread:
body["threadId"] = thread
gmail.users().messages().send(userId="me", body=body).execute()
@on_trigger
def run(event):
h = {"Authorization": f"Bearer {credentials.secret('AIRTABLE_API_KEY')}"}
leads = http.get(TABLE, headers=h, params={"filterByFormula": "{Status}='New'", "maxRecords": 20}).json()["records"]
gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
for r in leads:
f = r["fields"]
body = ai.generate(f"Write a short, friendly first outreach email (under 120 words) to {f['Name']} at "
f"{f['Company']}. Context: {f.get('Notes', '')}. Sign off as Sam.", max_output_tokens=300).text
send(gmail, f["Email"], f"Quick idea for {f['Company']}", body)
http.patch(f"{TABLE}/{r['id']}", headers=h, json={"fields": {"Status": "Contacted", "Contacted on": date.today().isoformat()}})
return {"sent": len(leads)}FAQ
Common questions
Can I change the number of emails per day?
Which fields from Airtable are used?
Will someone be emailed twice?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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