Automated emails when sender is Out-of-Office

02092 — Fri, 14 Mar 2025 08:16:00 GMT

Hi,

Looking for insights on what is the best practice on setting up automated marketing email flows that are sent out from a specific email address and how to deal with when the sender of those marketing emails is out-of-office.

For example, when a lead submits a form to access a brochure, we send an automated email (with the brochure) from our CEO’s personal email. If certain criteria are met, follow-up emails are also sent from the CEO’s email.

However, when the CEO is out-of-office and sets up an out-of-office notification, we need to change the sending address to a coworker’s email. The challenge is that we still want the initial emails to appear as if they are coming from the CEO for authority and personalization.

What’s the best way to set this up in HubSpot? From what I’ve read, even if we set a different reply-to address, an out-of-office response will still be sent to the lead if they reply to a marketing email.

Thanks!

Re: Automated emails when sender is Out-of-Office

karstenkoehler — Fri, 14 Mar 2025 10:18:58 GMT

Hi @02092,

In this case, I would recommend creating an alias or additional inbox for the CEO's email address. For example, if their regular address is jane.doe@acme.com, you could create a shared inbox for jane@acme.com or similar. This would still appear like the CEO's inbox but could be accessed by more users.

This has some benefits:

Your CEO's actual email address is somewhat protected from being flooded.
The shared inbox access could be provided to as many people as needed – e.g. typically reviewed by your CEO, when they're out of office by someone else.

Best regards!

topic Automated emails when sender is Out-of-Office in Tips, Tricks & Best Practices

Automated emails when sender is Out-of-Office

Re: Automated emails when sender is Out-of-Office