Email customers a shipping update via Gmail on each Sendcloud parcel status change

Each time a Sendcloud parcel changes status, this workflow sends the customer an email from your Gmail account with the shipping update, using the parcel details Sendcloud provides.

Sendcloud

Gmail

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2 steps Setup ~5 min Used on 3.2k sites Free to import

The Email customers a shipping update via Gmail on each Sendcloud parcel status change workflow on the FlowMattic canvas, with 2 steps across Sendcloud, Gmail — The workflow as it appears in the builder after import. Each step opens for editing.

What this workflow does

Once an order leaves your hands, the customer's main question is where it is now. If you ship with Sendcloud and handle customer email in Gmail, this workflow sends a short shipping update from your own address each time a parcel's status changes.

The Sendcloud trigger, Webhook Parcel Status Changed Object, fires whenever a parcel's status changes. The parcel data from Sendcloud, such as the new status and the recipient details, is passed on for mapping.

The second step uses Send Email from Gmail. You map the customer's email address from the parcel data, then write a subject and message that include the status and any tracking details you want to share. As imported, every status change sends an email, including steps a customer may not care about. Add a Filter if you only want to email at certain statuses. Task History lists each email the workflow sent.

Small online shop shipping with Sendcloud

You pack and label orders in Sendcloud. Customers get an email from your Gmail address as their parcel moves, without you writing each one.

Handmade or made-to-order goods

Orders take days to make and ship. Status emails from your own mailbox tell buyers when the parcel is on its way, and their replies come straight to you.

Keeping one inbox for customer contact

Shipping updates go out from the same Gmail account you use for support, so any reply about a delivery lands in the thread you already watch.

How this workflow runs

What happens at each step once the workflow is on, and what you need before you import it.

Step 1Trigger
Sendcloud Webhook Parcel Status Changed Object
Fires whenever a parcel's status changes in Sendcloud. The parcel details Sendcloud sends with the event, including the new status, become available for the email.
Step 2Action
Gmail Send Email
Emails the customer from the Gmail mailbox you link to FlowMattic. Map the recipient's email address from the Sendcloud parcel data and write a subject and body that include the parcel status.

What you need

FlowMatticCore
Sendcloud AccountAccount
Gmail AccountAccount

After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.

Make it yours

Changes worth making after you import it.

Add a Filter after the trigger that continues only for the statuses customers care about, such as shipped or delivered, so they don't get an email for every internal step.
Create a test parcel to your own address after import. FlowMattic captures the event, and you can confirm the recipient email and tracking fields are there before mapping.
Use a Router with one Gmail step per status, each matching a different status value, to send a different message for shipped and delivered.

Questions about this workflow

Will customers get an email for every Sendcloud status change?

Yes, as imported. The trigger fires on any parcel status change, and the Gmail step runs each time. Add a Filter on the status to limit which changes send an email.

Where does the customer's email address come from?

From the parcel data Sendcloud sends with the event. Run a test and check that the recipient's email is included, then map it into the Gmail step's recipient.

Which Gmail address sends the shipping updates?

Whichever Gmail mailbox you link when setting up the email step. Customers see that address as the sender and can reply to it.

Can I include a tracking link in the Gmail message?

If Sendcloud includes tracking details in the parcel data, you can map them into the email body. Check a test event to see what is available.