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Every 15 minutes

Send a welcome email to each new row in a sheet

Anyone added to your sheet gets your welcome email through SendGrid, with their name filled in, and the row is marked as sent.

Runs
Every 15 minutes
Apps
Google Sheets, SendGrid
AI
Not needed
Access
sheet edit; Mail Send

Send this to your assistant

Create a ClickRuntime automation: every 10 minutes, check my Signups sheet for new rows and send each person our SendGrid welcome template with their first name, then mark the row as sent.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A community organiser collects sign-ups from events, a website form and a spreadsheet the volunteers share. New members are meant to get a welcome email with the group's rules and next meetup, but it depends on someone remembering to send it, so many never do.

Now anyone added to the sheet, by any route, gets the welcome email within minutes, sent through SendGrid with their name in it. The row is marked as sent so nobody is welcomed twice.

What you get out of it

  • A welcome that never slips

    Every new person gets the same first email, whether they signed up on a form or were typed in by a volunteer.

  • Arrives while interest is high

    An email within minutes of signing up gets opened far more often than one sent a week later.

  • Uses your existing template

    Your SendGrid template keeps your design and wording; the sheet only supplies the name and other fields.

  • Clear record in the sheet

    A sent date in each row shows exactly who has been welcomed and when.

How it works

What happens, step by step

  1. Every 10 minutes, ClickRuntime checks your sheet for rows without a sent date.

  2. For each one with an email address, it sends your SendGrid welcome template with their name filled in.

  3. It writes the date into the row so that person is never emailed again.

  4. When there are no new rows, nothing happens and nothing is sent.

Before it runs live

  • Connect your Google Sheets account and pick the spreadsheets it may use
  • Connect SendGrid

What you get

RunsEvery 15 minutes
Send a welcome email to each new row in a sheettoday, 9:00Succeeded
Email · Welcome to Northwind RunnersHi Priya, welcome to the club! Our next group run is Saturday at 8am.

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • 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

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other Google Sheets and SendGrid steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
personalised_emails_to_new_sheet_rows.pyexample
from datetime import date
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, report_fetched

SHEET_ID = "your-spreadsheet-id"

@on_trigger
def run(event):
    values = build("sheets", "v4", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).spreadsheets().values()
    rows = values.get(spreadsheetId=SHEET_ID, range="Signups!A2:C").execute().get("values", [])
    new = [(i + 2, r) for i, r in enumerate(rows) if len(r) >= 2 and r[1] and len(r) < 3]
    report_fetched(len(new))
    if not new:
        return {"summary": "No new rows"}
    key = credentials.secret("SENDGRID_API_KEY")
    for row_num, r in new:
        http.post("https://api.sendgrid.com/v3/mail/send", headers={"Authorization": f"Bearer {key}"},
                  json={"from": {"email": "hello@northwind.example"}, "template_id": "d-welcome",
                        "personalizations": [{"to": [{"email": r[1]}], "dynamic_template_data": {"first_name": r[0]}}]})
        values.update(spreadsheetId=SHEET_ID, range=f"Signups!C{row_num}", valueInputOption="RAW",
                      body={"values": [[date.today().isoformat()]]}).execute()
    return {"sent": len(new)}

FAQ

Common questions

Which columns does it need?
At least an email address and a first name. Any other column, such as city or plan, can be passed into the template too.
What if a row has no email address?
It is skipped and left unmarked, so it is picked up as soon as someone fills the address in.
Can I use different emails for different groups?
Yes. Add a column such as group, and choose a template for each value in the prompt.
What permissions does it need?
sheet edit; Mail Send. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Send a welcome email to each new row in a sheet” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.