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How to Send Emails from Your Landbot Using Gmail via Zapier

Desirée M Updated by Desirée M

You can send emails from your bot by connecting it to Gmail through our native Zapier integration.

This method lets you automate sending emails from your bot, whether to leads, clients, or your team, depending on your workflow.

In this article, we’ll explain how to set it up step by step.

How to send an email with Gmail by Zapier

Before starting, make sure that any data you want to include in your email - like user inputs or selections - is properly saved in your bot.

If you’re not familiar with Fields, check out this article first: Managing Data in Your Chatbot: A Guide to Using Fields

🛠️ What You’ll Need

• A working bot that you’ve tested using the Share link at least a couple of times

• A Zapier account, logged in on another tab

• Logged into the Gmail account you’ll use to send the emails

Step by Step instructions

1️⃣ Add a Zapier Block in Your Bot

In your bot builder, drag and drop a Zapier block into your flow. The block settings will appear, and you can connect Landbot to Gmail either by typing “Gmail” in the search bar or selecting it from the popular workflows shown below.

Once you do, Zapier will open as a pop-up for you to configure the integration. We recommend going to your Zapier Home Page and opening this unfinished Zap from there, to avoid any issues with the pop-up window.

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2️⃣ Connect Your Landbot Account

First, connect your Landbot account. You’ll be prompted to add your Landbot API token in a pop-up:

You can find that information in the Zapier block configuration!

Once added, your Landbot account is connected! Click Continue.

3️⃣ Choose Your Bot

Now that your Landbot account is connected, you can choose which bot to connect in this Zap. You can do it by bot name or bot ID (the information is also in the Zapier Block settings on your Landbot builder!).

If you have more than one Zapier block in your flow, include the Block ID too. If not, just use the standard selection:

4️⃣ Test Your Connection

Now it’s time to test. First, click on Test Trigger.

Remember: you must have interacted with your bot in a live chat for this to work!

Zapier will pull recent chat records from your Landbot account. Select one record from this specific bot to run the test.

If you don’t see the chat you just created, start a new conversation in your bot and click Find new records in Zapier.

Once you select the test record, click Continue with selected record. Zapier will move on to the Gmail setup.

5️⃣ Set Up the Gmail Connection

Now, it’s time to set up the Gmail connection!

A pop-up will appear to choose the Gmail account you want to connect with Zapier. In the next steps, make sure to grant all required permissions Zapier requests.

Once your email appears in the Account section, click Continue.

6️⃣ Configure the Email

Now you’ll set up the email that Gmail will send.

You can use Landbot fields collected during the chat to personalize it.

In this example, we’ll send an email to the end-user’s email, but you can also send it to your team internally by entering a fixed address here.

🚨 Key Settings to Keep in Mind

From: Defaults to your primary Gmail address. You can choose another address or alias if available.

Body type: Choose between plain text or HTML. Keep Gmail’s HTML limitations in mind.

Dynamic fields: Use the + button to insert data from your bot (for example, @{name} in the subject line or email body).

Once you’ve filled in all required fields, click Continue.

If the button doesn’t appear but your data is filled in, click Refresh fields and try again.

7️⃣ Test the Gmail Step

Zapier will now use the record you selected earlier to send a test email.

If everything is set up correctly, you should receive the email in your inbox.

Then, click PUBLISH!

8️⃣ Final Testing in Landbot

To make sure everything works smoothly, go back to Landbot and test your bot again. Use the Share Link / Test this Bot option, try with different inputs and browsers, and confirm that the emails are sent every time.

❓ Common Questions

✉️ Why can't I test my Gmail step?

You need to test your Landbot trigger first. Gmail relies on sample data from Landbot to work.

Go to your Landbot step → Test → then return to the Gmail step and test again. If it still fails, check that your bot has recent customer entries Zapier can pull from.

📬 My emails aren’t sending to the right address — what’s wrong?

Check your field mapping in the “To” field. Use:

"Email"

Don't use:

"Custom Fields Email Value"

The simple email field is more reliable than the custom field versions. Always verify your test data contains valid email addresses.

🔧 Why do my emails show weird brackets like "{{name}}"?

That means your field mapping failed. Common reasons include:

• You didn’t test your Landbot step first

• Wrong field name (remember, it’s case-sensitive — use name, not Name)

• Missing spaces around variables (✅ Hello {{name}}, ❌ Hello{{name}})

👥 Can I send to multiple email addresses from one Landbot entry?

Yes! You can send to several recipients by separating email addresses with commas in the “To” field - you can also combine fields and static emails.

⚠️ Privacy note: Everyone in the “To” field can see all other recipients. Use BCC if you want to hide recipients from each other.

⚠️ My Zap triggers but no email is sent — how can I fix it?

Go through these checks in order:

Landbot builder: ensure you've Published the last changes in your bot.

Gmail authentication: reconnect your Gmail account if needed.

Email validation: make sure the “To” field has a valid email.

Required fields: the Subject and Body can’t be empty.

Gmail limits: you may have reached your daily sending quota.

Spam folder: check if the email landed there - it happens to us all!

💡 Pro tip: Always test with your own email first to make sure everything works before going live.

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