📬 Is it possible to send an email once a task is completed to an external recipient?

It’s a common scenario—someone completes a task, and you want to notify collaborators who aren’t part of your board or monday.com workspace.

Here are several ways to solve this:

✅ 1. Native Gmail/Outlook Integration + Automation

You can use monday.com’s built-in Gmail or Outlook integrations.

Example automation:

When status changes to “Done”, send an email to [[email protected]]

• ✅ Easy to set up inside the platform
• ⚠️ May result in email overload if multiple tasks are completed in a short time

📨 2. Board Email Reports App (Digest-Based Emails)

Instead of triggering emails for every task, this app lets you:

• Collect all tasks marked “Done” over a day, week, or custom period
• Send a single email with an XLS report to one or more external recipients

Why it’s helpful:

• ✅ Less noise, more value—only one email per period
• ✅ Reports can include direct transitions (e.g., “In Progress” → “Done”) or the full status journey
• ✅ No need to set up email integrations—just mention the recipient emails in the automation rule
• ✅ External recipients don’t need a monday.com account
  

  

🤖 3. Use Make.com or Zapier

These tools let you build custom workflows:

Trigger**: When item status changes to “Done”
Action**: Send a personalized email via Gmail, Outlook, or another service

• ✅ Highly customizable (format, recipients, message content)
• ⚠️ Steeper learning curve
• ⚠️ Setup and testing can take time
• ⚠️ Might require technical help for more complex workflows

💬 Have you found other ways to solve this use case? Share your thoughts or favorite tools in the comments!