SendGrid Email Integration Guide

SendGrid Email Integration Guide

Overview

This guide covers the complete integration between LeadConduit and SendGrid, enabling automated email sending, contact management, and marketing automation directly from your lead flows.

What You'll Learn

Prerequisites

Before setting up the integration, ensure you have:

1. SendGrid Account: With API access enabled
2. API Key: Generated from SendGrid dashboard
3. Verified Domain: For optimal delivery rates
4. LeadConduit Access: Ability to create and modify flows

API Key Setup

Step 1: Generate SendGrid API Key

1. Log into SendGrid Dashboard
2. Navigate to Settings → API Keys
3. Click Create API Key
4. Configure permissions:

API Key Settings:
  Name: LeadConduit Integration
  API Key Permissions:
    - Mail Send: Full Access
    - Marketing Campaigns: Full Access (if needed)
    - Suppressions: Read/Write
    - Stats: Read Access

Step 2: Add SendGrid to Your Flow

1. Open your LeadConduit flow
2. Click Add Recipient in the Steps section
3. Select SendGrid from the integration list
4. Enter your API credentials

Basic Email Configuration

Required Settings

Configure these essential settings:

Email Configuration:
  API User: your-api-user
  API Key: your-api-key
  From Email: noreply@yourdomain.com
  Subject: Welcome to {{company_name}}!

Email Content Options

<h1>Welcome {{first_name}}!</h1>
<p>Thank you for your interest in our services.</p>
<p>Your next steps:</p>
<ul>
  <li>Complete your profile</li>
  <li>Explore our features</li>
  <li>Contact support if needed</li>
</ul>

Welcome {{first_name}}!

Thank you for your interest in our services.

Your next steps:
- Complete your profile
- Explore our features
- Contact support if needed

Field Mapping

Standard Field Mappings

Dynamic Field Mapping

Use LeadConduit's template syntax for personalization:

{
  "to": "{{lead.email}}",
  "subject": "{{lead.first_name}}, your request is confirmed",
  "from_name": "{{#if lead.assigned_rep}}{{lead.assigned_rep}}{{else}}Sales Team{{/if}}",
  "categories": ["lead-email", "{{lead.source}}", "{{lead.campaign}}"]
}

Advanced Features

Using SendGrid Templates

Leverage SendGrid's dynamic templates:

Template Configuration:
  Template ID: d-f43daeeaef504760851f727007e0b5d0
  Dynamic Template Data:
    first_name: "{{lead.first_name}}"
    account_url: "https://app.example.com/activate/{{lead.id}}"
    offer_details: "{{lead.selected_plan}}"

Email Categories and Analytics

Organize emails for better tracking:

{
  "categories": [
    "transactional",
    "lead-nurture",
    "{{lead.lifecycle_stage}}"
  ],
  "custom_args": {
    "lead_id": "{{lead.id}}",
    "flow_id": "{{flow.id}}",
    "source": "{{lead.source}}"
  }
}

Scheduling and Send Time Optimization

Schedule emails for optimal engagement:

{
  "send_at": "{{lead.preferred_contact_time}}",
  "batch_id": "{{flow.batch_id}}",
  "asm": {
    "group_id": 12345,
    "groups_to_display": [12345, 12346]
  }
}

Email Types and Use Cases

1. Welcome Emails

Immediate engagement after lead capture:

Welcome Email Setup:
  Timing: Immediate
  Template: Welcome Series #1
  Personalization:
    - First name
    - Referred by
    - Interest area
  Call-to-Action: Account activation

2. Transactional Notifications

For time-sensitive communications:

Transactional Setup:
  Priority: High
  Categories: ["transactional", "notification"]
  Bypass Suppressions: true (where legally allowed)
  Tracking: Disable click tracking

3. Marketing Campaigns

For nurture sequences and promotions:

Campaign Setup:
  List Management: Auto-add to segments
  Suppression Groups: Honor unsubscribes
  A/B Testing: Subject line variants
  Send Time: Optimized by timezone

Deliverability Best Practices

1. Domain Authentication

Set up proper authentication:

SPF Record:
v=spf1 include:sendgrid.net ~all

DKIM Records:
s1._domainkey.yourdomain.com
s2._domainkey.yourdomain.com

2. Content Guidelines

Maintain high deliverability:

3. List Hygiene

Maintain clean email lists:

// Pre-send validation
{
  "filters": [
    {
      "type": "valid_email",
      "field": "email"
    },
    {
      "type": "not_suppressed",
      "check": ["bounces", "unsubscribes", "spam_reports"]
    }
  ]
}

Error Handling

Common SendGrid Errors

Implementing Error Recovery

Add robust error handling:

Error Handling Configuration:
  Retry Attempts: 3
  Retry Delay: 1000ms
  Backoff Multiplier: 2
  Fallback Action: Queue for manual review

Bounce and Suppression Management

Handle delivery failures gracefully:

// Check suppression status before sending
{
  "pre_checks": {
    "suppression_check": true,
    "bounce_check": true,
    "spam_report_check": true
  },
  "on_suppression": "skip_with_reason"
}

Performance Optimization

Batch Processing

For high-volume sending:

{
  "batch_settings": {
    "batch_size": 1000,
    "parallel_requests": 10,
    "rate_limit": 100  // per second
  }
}

Response Time Optimization

Analytics and Reporting

Tracking Email Performance

Enable comprehensive tracking:

Tracking Settings:
  Open Tracking: enabled
  Click Tracking: enabled
  Subscription Tracking: enabled
  Google Analytics:
    enabled: true
    utm_source: leadconduit
    utm_medium: email
    utm_campaign: "{{campaign_name}}"

Creating Performance Reports

Build reports to monitor email effectiveness:

-- Email Performance Report
SELECT 
  date,
  COUNT(*) as emails_sent,
  SUM(CASE WHEN opened THEN 1 ELSE 0 END) as opens,
  SUM(CASE WHEN clicked THEN 1 ELSE 0 END) as clicks,
  AVG(open_rate) as avg_open_rate,
  AVG(click_rate) as avg_click_rate
FROM email_events
WHERE integration = 'sendgrid'
GROUP BY date
ORDER BY date DESC

Key Metrics to Monitor

Target: > 98%
Formula: Delivered / Sent
Alert: < 95%

Target: > 20%
Industry Avg: 15-25%
Alert: < 10%

Target: > 2.5%
Industry Avg: 2-5%
Alert: < 1%

Integration Patterns

Pattern 1: Welcome Series Automation

Automated multi-touch welcome sequence:

// Email 1: Immediate welcome
{
  "template_id": "welcome_1",
  "send_at": 0  // immediate
}

// Email 2: Day 3 follow-up
{
  "template_id": "welcome_2",
  "send_at": "+3 days",
  "condition": "email_1_opened"
}

// Email 3: Day 7 value proposition
{
  "template_id": "welcome_3",
  "send_at": "+7 days",
  "condition": "no_conversion"
}

Pattern 2: Behavioral Triggers

Send based on lead behavior:

{
  "triggers": {
    "abandoned_form": {
      "template": "complete_your_application",
      "delay": "2 hours"
    },
    "high_intent": {
      "template": "schedule_demo",
      "delay": "immediate"
    },
    "price_check": {
      "template": "pricing_guide",
      "delay": "30 minutes"
    }
  }
}

Pattern 3: Smart Segmentation

Dynamic list assignment:

{
  "list_assignment": {
    "conditions": [
      {
        "if": "lead_score > 80",
        "list": "hot_leads"
      },
      {
        "if": "industry == 'technology'",
        "list": "tech_segment"
      },
      {
        "if": "company_size > 100",
        "list": "enterprise"
      }
    ]
  }
}

Testing Your Integration

Email Testing Checklist

Before going live, test:

• Authentication works correctly
• Templates render properly
• Personalization tokens resolve
• Links are tracked correctly
• Unsubscribe functions work
• Images load properly
• Mobile rendering is correct
• Spam score is acceptable

Using SendGrid's Email Testing

// Test mode configuration
{
  "mail_settings": {
    "sandbox_mode": {
      "enable": true  // Validates but doesn't send
    }
  },
  "test_recipients": ["test@yourdomain.com"]
}

Troubleshooting Guide

Authentication Issues

Delivery Issues

Template Rendering Issues

Migration from Other Providers

Switching from Mailchimp/Constant Contact

1. Export Templates: Convert to SendGrid format
2. Migrate Lists: Use SendGrid's import tools
3. Update Integrations: Switch API endpoints
4. Test Thoroughly: Verify all functionality

Maintaining Deliverability During Migration

Migration Best Practices:
  - Warm up IP addresses gradually
  - Maintain consistent sending patterns
  - Monitor delivery metrics closely
  - Keep suppression lists updated

Cost Optimization

Managing SendGrid Costs

Next Steps

Additional Resources

• SendGrid API Documentation
• Email Design Best Practices
• Deliverability Guide
• LeadConduit Community Forum