monday.com Button Click Conditional Email Template

Automation Pain Point #14 & #16

You need one button that sends different email templates depending on a column value. Click “Send Travel Email” on an item where Trip Type = “Outbound”, and the system sends the Outbound Travel Email template. Click the same button on an item where Trip Type = “Return”, and it sends the Return Travel Email template.

Monday.com’s button column can trigger email automations. But here’s the problem: button automations have no conditional branching. One button = one automation = one email template. If you need different emails for different scenarios, you need separate buttons (and separate automations) for each case.

The result? Boards cluttered with “Send Outbound Travel Email” and “Send Return Travel Email” buttons, confusion about which button to click, and accidental sends when someone clicks the wrong one.

This article explains why monday.com’s button architecture doesn’t support conditional email templates — and how BoardBridge makes one button handle multiple scenarios.

Table of Contents

• The Problem: One Button, One Email Template
• What Users Need vs. What Monday.com Offers
• Real-World Example: Event Travel Coordination
• The Monday.com Workaround (Multiple Buttons)
• How BoardBridge Handles Conditional Email Templates
• Common Conditional Email Scenarios
• When Native Button Emails Are Enough
• FAQ

The Problem: One Button, One Email Template

Monday.com’s button column connects to one automation recipe. That automation can include multiple actions (send email, change status, create item, etc.), but all actions are fixed. There is no if/else logic that says “if Column X = Y, do Action A, otherwise do Action B.”

Community Evidence

From a forum thread titled “Conditional automations” [Source: https://community.monday.com/t/conditional-automations/119503]:

“What I want to be able to do is have an automation that says When item is created and status is A, then create subitem with a status X, IF NOT then create a subitem with a status Y.” — ccoles (Chris Coles), August 22, 2025

A community member confirmed:

“Right now, native Monday automations don’t support nested conditional logic (there’s no built-in ‘else’ branch).” — the-creative0 (Awe Ebenezer), September 2, 2025

A Monday.com Ambassador acknowledged the limitation and pointed to Workflow Center (Enterprise only), but confirmed no native else branch exists even there.

From a July 2023 thread, Monday.com staff explicitly stated [Source: https://community.monday.com]:

“Whilst we support the inclusion of the IF function in our custom automations, I am afraid this particular automation isn’t currently supported natively.” — BiancaT (Monday.com staff), July 2023

A frustrated user replied:

“I’m surprised a platform like this doesn’t have basic logic for it’s automations.” — ElliottK, September 2023

What This Means for Button Emails

If you need to send different email templates based on item data, you have two bad options:

Option 1: Multiple buttons

• “Send Outbound Travel Email” button (connected to Outbound Email automation)
• “Send Return Travel Email” button (connected to Return Email automation)

Problems:

• Visual clutter — two button columns instead of one
• User error — team members click the wrong button
• Maintenance overhead — every new scenario requires a new button and automation

Option 2: One button with generic email

• “Send Travel Email” button sends a generic template that covers both outbound and return trips

Problems:

• Email contains irrelevant information (return trip details when it’s an outbound trip)
• Looks unprofessional and confuses recipients

Neither is acceptable for client-facing workflows.

What Users Need vs. What Monday.com Offers

What Users Need

Scenario	Desired Workflow
Travel coordination	One “Send Travel Email” button → checks Trip Type column → sends Outbound or Return template
Invoice approval	One “Send Invoice” button → checks Amount column → sends Standard or Large Invoice template
Project handoff	One “Notify Team” button → checks Team column → sends Internal or External Vendor template
Event confirmation	One “Send Confirmation” button → checks Event Type column → sends Wedding, Corporate, or Concert template

What Monday.com Offers

Feature	Support
Button-triggered email	✅ Supported
Conditional email template selection	❌ Not supported — no if/else logic in button automations
Multiple email templates per button	❌ Not supported — one button = one automation = one email template
Conditional email body content	❌ Not supported — no dynamic text blocks based on column values

From a forum thread titled [“Monday.com automation different email based on status”]:

Need to send different email templates based on a status column (e.g., different template for “Type A” vs “Type B”) Monday.com limitation: Need separate automations for each value — no if/else branching in a single recipe

This limitation affects ALL automations, not just button-triggered ones.

Real-World Example: Event Travel Coordination

Here’s a workflow from a client managing event logistics.

The Scenario

The company coordinates travel for live shows. Each event involves:

• Outbound travel (getting to the venue)
• Return travel (getting back home)

The travel board has:

• Status column: “Lodging”, “Advanced”, “Complete”
• Trip Type dropdown: “Outbound” or “Return”

When the event reaches the “Advanced” stage, the coordinator needs to send a travel booking email to team members and vendors. But the email content is completely different for outbound vs. return trips:

Outbound Email includes:

• Departure date and time
• Hotel check-in details
• Ground transportation from airport to hotel
• Event venue address and call time

Return Email includes:

• Event wrap time
• Hotel check-out time
• Ground transportation from hotel to airport
• Return flight details

These are two completely different email templates — not just a few variable fields.

The Monday.com Approach (Multiple Buttons)

Here’s what teams have to do:

Button 1: “Send Outbound Travel Email”

• Automation: When button is clicked, send Outbound Travel Email template
• Recipient: pulled from “Team Member Email” column
• No CC support

Button 2: “Send Return Travel Email”

• Automation: When button is clicked, send Return Travel Email template
• Recipient: pulled from “Team Member Email” column
• No CC support

Problems:

• Two buttons on every item — visual clutter
• Manual decision required — coordinator has to remember which button to click
• No safeguard — nothing prevents clicking “Outbound” when Trip Type = “Return”
• No CC — logistics team can’t be looped in automatically
• Double the maintenance — updating email templates requires editing two automations

And if you add a third scenario (e.g., “Cancelled” trips that need a cancellation email), you need a third button and third automation.

The Monday.com Workaround (Multiple Buttons)

If you’re not using BoardBridge, here’s the cleanest monday.com-native approach:

Setup

Step 1: Create button columns

• “Send Outbound Email” (connected to Automation 1)
• “Send Return Email” (connected to Automation 2)

Step 2: Configure automations

Automation 1:

• Trigger: “Send Outbound Email” button clicked
• Action: Send email using “Outbound Travel Email” template
• Recipient: Team Member Email column

Automation 2:

• Trigger: “Send Return Email” button clicked
• Action: Send email using “Return Travel Email” template
• Recipient: Team Member Email column

Step 3: Hide the wrong button based on Trip Type

Workaround: Use conditional formatting to visually hide buttons that shouldn’t be clicked.

Problem: Conditional formatting only changes appearance — it doesn’t actually prevent the button from being clicked. A user can still accidentally click a visually dimmed button.

Alternative: Separate Boards

Some teams create separate boards for outbound and return trips to avoid the multiple-button problem.

Problems:

• Data fragmentation — travel data split across two boards
• Harder reporting — can’t easily see all travel items in one view
• Double the board maintenance — column changes, view setups, and automation updates must be done twice

How BoardBridge Handles Conditional Email Templates

BoardBridge automations support conditional template selection — one button checks a column value and sends the appropriate email template.

How It Works

Step 1: Define the button

• Button label: “Send Travel Email”
• Trigger action: Send conditional email

Step 2: Configure conditional logic

• Condition column: Trip Type (dropdown)
• Condition operator: equals
• Template mapping:
• If Trip Type = “Outbound” → use template “Outbound Travel Email”
• If Trip Type = “Return” → use template “Return Travel Email”

Step 3: Define email settings (shared across both templates)

• Recipient: Pulled from “Team Member Email” column
• CC group: “Logistics Team”
• Sender: travel@yourcompany.com

What Happens When Clicked

Scenario 1: Outbound trip

• User clicks “Send Travel Email”
• BoardBridge reads Trip Type column → “Outbound”
• Loads “Outbound Travel Email” template
• Replaces merge variables (event name, date, hotel address, etc.)
• Sends email to team member
• CCs logistics team
• Updates “Travel Email Status” column to “Sent – Outbound”
• Logs the email (template used, timestamp, recipient)

Scenario 2: Return trip

• User clicks “Send Travel Email” (same button)
• BoardBridge reads Trip Type column → “Return”
• Loads “Return Travel Email” template
• Replaces merge variables (wrap time, checkout time, flight details, etc.)
• Sends email to team member
• CCs logistics team
• Updates “Travel Email Status” column to “Sent – Return”
• Logs the email

Result:

• One button instead of two
• Zero chance of sending the wrong email — the system picks the template based on data
• Full CC support — logistics team looped in automatically
• Detailed logging — you can see which template was sent and when

Common Conditional Email Scenarios

Here are five workflows where conditional email templates eliminate multiple buttons:

1. Event Type Confirmations

Button: “Send Confirmation Email”

Conditional logic:

• If Event Type = “Wedding” → Wedding Confirmation template
• If Event Type = “Corporate” → Corporate Confirmation template
• If Event Type = “Concert” → Concert Confirmation template

Why it matters: Wedding confirmations include ceremony details, corporate events include branding requirements, concerts include setlist and soundcheck info. Three completely different emails, one button.

2. Invoice Amount Tiers

Button: “Send Invoice”

Conditional logic:

• If Amount < $5,000 → Standard Invoice template
• If Amount ≥ $5,000 → Large Invoice template (includes payment plan options)

Why it matters: High-value invoices require different payment terms and approval workflows. One button handles both.

3. Internal vs. External Team Handoff

Button: “Notify Team”

Conditional logic:

• If Team = “Internal” → Internal Handoff template (includes internal process links, Slack channels)
• If Team = “External Vendor” → External Handoff template (formal language, no internal references)

Why it matters: Internal emails can be casual and reference internal tools. External emails must be professional and self-contained. One button adapts to the audience.

4. Approval Status Notifications

Button: “Send Status Update”

Conditional logic:

• If Status = “Approved” → Approval Notification template
• If Status = “Rejected” → Rejection Notification template (includes next steps and appeal process)
• If Status = “Pending” → Reminder template

Why it matters: Three distinct outcomes, three different tones and content blocks. One button handles all.

5. Multi-Language Client Communication

Button: “Send Welcome Email”

Conditional logic:

• If Language = “English” → English Welcome template
• If Language = “Spanish” → Spanish Welcome template
• If Language = “French” → French Welcome template

Why it matters: Client communications must match their preferred language. One button, three languages, zero manual selection.

When Native Button Emails Are Enough

Monday.com’s native button-triggered emails work perfectly fine when:

• You only need one email template per button
• You don’t need CC or BCC recipients
• You’re okay with limited email formatting (plain text, basic variables)
• Your workflow doesn’t have branching scenarios (if this, send A; if that, send B)

For these simple cases, stick with native monday.com automations — they’re fast to set up and require no additional tools.

What This Means for Your Workflows

Conditional email templates turn button clicks into smart workflows. Instead of maintaining multiple buttons (and hoping team members click the right one), you have one button that checks the data and sends the appropriate email automatically. No user error, no manual decision-making, no wrong emails sent to clients.

For teams managing event logistics, client communication, approval workflows, or any process where the same trigger (button click) requires different email content based on context, this is the difference between automation that feels fragile and automation that just works.

BoardBridge — Form & Workflow Automation for monday.com handles conditional email templates out of the box. If you’re tired of button clutter and accidental wrong-email sends, it might be worth a look.

Meta Description

One button sends different email templates based on column values. No more button clutter or accidental wrong-email sends.

Related Articles

For more conditional automation:

• Compound Conditions: AND/OR Logic for Multiple Triggers
• Conditional Email Template Automation (Status Change)
• One Trigger, Multiple Actions (Action Chaining)

Book a free consultation to set up conditional button emails: https://calendly.com/rp-spaceo/call-with-rakesh-est-timezone