If you're sending a high volume of emails from Planhat, then we suggest you use our Email Automation Provider functionality via SendGrid. This is typically deployed for use cases where you share information at scale - emails that are automated and non-personal in nature (such as a newsletter).

In this article, we'll cover:

Note that this is an add-on service that are not part of all plans, so talk to your CSM to understand if it makes sense for you to purchase.

You can send emails from Planhat, either manually via the email dialog (OPT+C as shortcut to bring up) or as part of automated email sequences (via Workflows).

When you are sending out a high volume of emails you can send them via our Email Automation Provider functionality instead of the personal email client. This can be used to avoid breaking the technical Gmail/Outlook limits, but also to create a better customer experience by not spamming the customer with generic emails from the personal email account (which ultimately could reduce the open rates of "normal" personal emails).

We recommend using:

Using Email Automation Provider functionality means:

Email Automation Provider functionality is configured within the "Email" section of the "Settings" Global Tool, as shown below.

Note that this functionality needs to be enabled by a "Super Admin" (SA), i.e. a Planhat staff member. Please reach out to your CSM if you would like to add this feature to your package.

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All emails will go out via Planhat's SendGrid account, but you can decide whether the email domain will be ours or your own.

There are two set-up options:

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1. Send using Planhat's domain

In this case, you only need to define the different Sender options. Each Sender will have a name (displayed in the inbox of the recipient) and a reply-email (where replies will be routed). The reply email can be any email, including personal (e.g. hannah@arrivato.com) or a central inbox (e.g. success@arrivato.com).

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2. Send using your own domain

With this setup, emails will still be sent using Planhat's SendGrid account, but the domain will be yours. Therefore, for security purposes, you need to authenticate Planhat's usage of your domain by taking the DNS records and adding them to your domain's DNS settings.

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There are some limitations to the service if used at scale:

In terms of email volumes, there are some practical limits to consider. First of all, you can configure two parameters here: the batch size for automated emails in general (Automations, Workflows) and daily limit specifically for Automatic Emails. The batch size should generally not be set to >500. Secondly, if you plan to send hundreds of thousands of emails, please consult your CSM before-hand to make sure you execute in the most scalable way (e.g. choosing between sending from data module in bulk, or through Sequence Workflows, etc.). On the daily limit for Automattic emails, we recommend no more than 50k.

If you go over the daily limit, emails will be queued up in "Sent" folder and sent over the coming days. Use the "Auto Email "Do Not Disturb" Hours" to ensure that queued-up emails aren't going out in the middle of the night!

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