How to send rich emails based actions done in Airtable


A good chunk of Podcast Delivery’s social presence stems from user-generated content or UGC. This is a decent way to generate engagement from some of your biggest advocates but you never really want to open things up without some sort of control or approval process in place.

I’ve had this for a few years now and it’s certainly evolved over time. What started as a simple form embed on a janky Squarespace website has since gone on to integrate with my CRM (HubSpot) and my ESP (Beehiiv) along with Airtable playing an important part too.

There’s no sense in building something this robust out of the gate, so the right move here is to start simple and that’s exactly what we’re about to do.

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It’s important to have an understanding of the user experience – that is how your users are going to interact with everything you have control over – as holistically as possible and understand the milestones you can use as triggers.

A form being submitted? That’s a milestone.

A confirmation email being sent, opened, and even clicked? Those are all milestones.

You can do what I did above and plot everything out along a timeline but if you’re starting fresh, it’s usually straightforward enough to pull all of these details together in a simple list.

  1. Capture user data, including email address

  2. Populate an approval queue to be worked on a regular basis

  3. Review and approve records, send confirmation email

You’ll start by capturing critical data from your users by using a form. Afterward, you can quickly review the data in Airtable and with a simple click of a button, you’ll approve a record and trigger an outgoing email.


By now, you can really begin to imagine how this will evolve.

As you capture more variables from your users, you can use that data in any number of ways. For instance, you can generate dynamic email copy based on a datapoint provided by your user in an open text field or a dropdown field in your form.

Your outgoing emails will start to feel personalized and actually demonstrate that you’re listening to your users as they tell you details (i.e.: submit your form) while still being able to scale what you’re doing. Suddenly, one person can oversee an approval queue that attracts hundreds of weekly back-and-forth correspondences.

You can even spruce things up a little bit too. If Airtable’s forms aren’t doing it for you, you can build your own form that integrates with Airtable or use something like to capture even more data from your users.

You’ll spend less time in your inbox while practicing consistency without putting much effort or thinking about things.

Let’s put it all together –

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