> ## Documentation Index
> Fetch the complete documentation index at: https://docs.phonely.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Send Email
> Send emails automatically after a call has ended for follow-up communications and lead notification
The **Send Email** block allows your Phonely agent to send an email automatically after a call. It’s commonly used to deliver call summaries, confirmations, follow-ups, receipts, or next-step instructions using information collected during the conversation.
This block supports dynamic variables, multiple recipients, and both plain-text and HTML email content.
1. Open **Agent Design** from your Phonely dashboard.
2. Create a new flow or select an existing one to edit.
3. Ensure the flow has a **trigger condition** defined (for example, when a caller asks for a callback or appointment).
### Gather Required Information
Before sending an email, your workflow should collect the information you want to include.
1. Add a **Prompt Block** or **Multi-Ask Block** early in the flow.
2. Instruct the AI to collect details such as:
* Name
* Email address
* Phone number
* Appointment intent or reason for calling
3. Store these responses as variables with appropriate types (text, email, phone, date, etc.).
These variables become available for use inside the Send Email block.
## Configure the Send Email Block
### To (Required)
Specify one or more recipients.
You can:
* Enter a static email address (e.g. `support@company.com`)
* Insert a variable (e.g. **Caller Email**)
* Add multiple recipients using **Add Email**
This allows you to notify either caller, internal teams, or both simultaneously.
### Subject (Required)
Enter the email subject line.
Supports:
* Static text
* Variables for personalization
### Body (Required)
Define the email content.
You can:
* Write plain text or formatted content
* Embed variables captured during the call
* Include AI-generated summaries or dashboard links
## Using Variables in Email Fields
All fields in the Send Email block support variables.
You can insert variables by:
* Typing `@` inside any input field
* Selecting from the **Available Variables** panel
Available variables include:
* Custom variables you defined
* Auto-Gather variables (e.g. Caller Email, Appointment Time)
* Post-call variables such as summaries or call metadata
Variable formatting ensures data like phone numbers, dates, and emails are consistently structured.
## Advanced Settings
Expand **Advanced Settings** to control formatting and sender details.
### Body Type
Choose how the email body is rendered:
* **Plain Text**\
Best for simple notifications and internal alerts.
* **HTML**\
Recommended for:
* Structured summaries
* Branded emails
* Rich layouts and links
### From Name
Set the sender name shown in the recipient’s inbox. If left blank, it will default to 'Phonely
## Saving and Continuing
Once all required fields are completed:
* Click **Continue** to move to the Test step
* Any missing required fields will be flagged before proceeding
## Testing the Send Email Block
The **Test** tab sends a real email using your current configuration.
During testing, Phonely display the recipient email, from name, subject, body type, rendered email content.
A success message confirms delivery.
> Testing sends a real email. You can skip this step if you’re confident in your setup.
## Example Use Case
Here's an example workflow to illustrate the process of using the Post Call Send Email Block for callback requests:
**Trigger**: Customer says "I want to schedule an appointment with Joe"
**Action 1 (Prompt Block)**:
* Instruct AI to: "Get the caller's name, email, and best callback phone number. Inform them that an appointment scheduling link will be sent to their email"
* Store variables: customer\_name (text), customer\_email (email), callback\_phone (phone).
**Action 2 (Post Call Send Email Block)**:
1. Recipient: [email@example.com](mailto:email@example.com) (or select customer\_email variable for customer notifications).
2. From Name: Phonely AI Agent.
3. Subject: Appointment Scheduling for \[customer\_name]
4. Body:
* Customer Name: \[customer\_name]
* Email: \[customer\_email]
* Callback Phone: \[callback\_phone]
* Conversation Summary: \[summary]
* Appointment Scheduling Link: [example@cal.com](mailto:example@cal.com)
Conclusion
The Post Call Send Email Block in Phonely is an incredibly efficient feature for automating lead capture, follow-up notifications, and essential data delivery to your team. By strategically integrating this block into your workflows, you can ensure that no critical information is missed, even when live agents are unavailable, significantly enhancing your business's responsiveness and customer experience.
This allows you to notify either caller, internal teams, or both simultaneously.
### Subject (Required)
Enter the email subject line.
Supports:
* Static text
* Variables for personalization
### Body (Required)
Define the email content.
You can:
* Write plain text or formatted content
* Embed variables captured during the call
* Include AI-generated summaries or dashboard links
## Using Variables in Email Fields
All fields in the Send Email block support variables.
You can insert variables by:
* Typing `@` inside any input field
* Selecting from the **Available Variables** panel
Available variables include:
* Custom variables you defined
* Auto-Gather variables (e.g. Caller Email, Appointment Time)
* Post-call variables such as summaries or call metadata
Variable formatting ensures data like phone numbers, dates, and emails are consistently structured.
## Advanced Settings
Expand **Advanced Settings** to control formatting and sender details.
### Body Type
Choose how the email body is rendered:
* **Plain Text**\
Best for simple notifications and internal alerts.
* **HTML**\
Recommended for:
* Structured summaries
* Branded emails
* Rich layouts and links