Custom Auto Replies

Send personalized confirmation emails to your users automatically

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Written by Heyflow
Updated over a week ago

The Custom Auto Replies feature is a powerful and easy-to-use tool to automatically send personalized email responses to your users after they have clicked through your heyflow.

These follow-up emails are a great way to remind the lead or applicant of their response, share further information, or inform them of next steps.

This article covers:

โ— Note: In order to send automatic replies to your users, you will need to set up the email address (and other needed values such as first name) as variables. Learn here how to set this up.


In order to set up your Custom Auto Replies in your flow, follow the following steps:

  1. Go to the Integrate tab and navigate to Custom Auto Replies.

  2. In the Recipient section, you can adjust the following:

    1. Sender name (Business plan only)

    2. The recipient's email ("To" field): this is where the variables will get important. Make sure that you collect the email address in your flow in order to send automatic confirmation emails to your users. Follow this guideline to set up your variable for email addresses (@email for example)

    3. Lastly, you can also CC or BCC someone.

  3. Before clicking on Connect, make sure to adjust the content of your message.

Content settings

You can edit the content of the email very detailed and customize it to your needs. In order to adjust the content of your Custom Auto Replies in your flow, follow the following steps:

  1. Switch to the Content tab in the Email reply

  2. Here you can adjust:

    1. The logo

    2. The language

    3. The subject line, preheader and headline

    4. The footer (Business plan only)

    5. To adjust the content of your message, you need to keep two things in mind

      1. If you want to use a line break, you need to use the HTML command <br>

      2. If you'd like to include variables such as first name, you need to write {{variable}} instead of @variable.

  3. As a last step, you can switch on the toggle at the bottom in case you want to include your user's answers in the email reply (as shown in our example below)

  4. Once you finalized your content and recipients, click "Connect" to set your automatic response live. Now, users will receive an automatic response to the email address they provided.


The most common HTML tags

Find the most common HTML tags to use in your email below:

HTML tag




Makes text bold

We want to emphasize <b>something</b> in bold.


Makes text italic

We want to emphasize <i>something</i> in italic.


Underlines text

We want to emphasize <u>something</u> by underlining it.


Inserts line break

(simply put this command wherever you want the line break to be)


Inserts a line separator

(simply put this command wherever you want the line separator to be)

<a href="url">link</a>

Inserts hyperlink

<img src="yourimagelink" height="100" width="100" alt="YourName" align="left">

Inserts image

<img src="" height="100" width="100" alt="Heyflow App" align="center">

Email template

The following email template can help you start quicker with your reply. This is how it looks like:

And this is the HTML code you would need to use to achieve it:

Hello {{firstname}}, 
<br> <br>
Thank you for reaching out to us! We appreciate your interest in our services.
We have received your inquiry and will get back to you as soon as possible.
In the meantime, feel free to explore more about our offerings: Click <a href="">here</a> for more information.
If you have any urgent questions or need immediate assistance, please don't hesitate to contact us directly at <a href="mailto:[email protected]">[email protected]</a>.
We look forward to the opportunity to assist you further.
Best regards,
<br> [Your Name]
<br> [Your Company Contact Information]
<br> <br>
<img src="yourimagelink" height="100" width="100" alt="YourName" align="left">

What's next?

If you would like to send Custom Auto Replies from your own email address, check out this article.

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