How to Set Up an Out of Office Email Auto-Responder

If you're stepping away and want to make sure your contacts receive an automatic email letting them know you're unavailable, you can easily set this up with GoHighLevel via TheraSaaS. This article walks you through how to create an "Out of Office" email autoresponder that only sends when:

• You are the assigned user of the contact or

• You are mentioned in the email thread

Step-by-Step Guide to Build the Automation

1. Create a New Automation

• Go to Automations

• Click + Create Workflow

• Select Start from Scratch

• Name the automation (e.g., Out of Office - [Your Name])

2. Set the Trigger

• Click + Add Trigger

• Choose Customer Replied

• Under Filters, add:

  • Reply Channel → Email

• Click Save Trigger

3. Add a Conditional Branch

We’ll now set it so that only emails involving you receive a response.

• Click + below the trigger and choose If / Else

• Set the condition to:

  • Contact Details → Assigned User → Includes Me

• Then, click + Add OR Condition

  • Message Body → Contains → (type your name as it appears in conversations)

This logic ensures the auto-responder only runs if:

• The email is assigned to you OR

• You are mentioned by name in the email message.

Click Save Action.

4. Add the Email Response (Under “Yes” Path)

• Inside the “Yes” branch, click + Add Action

• Choose Send Email

• Configure your message:

  • Subject: Out of Office

  • Body:

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    Thank you for reaching out. I’m currently away and will return on August 1st. I’ll respond to your message as soon as I’m back. 
    Thank you for your patience!
    

Click Save Action.

5. Publish Your Automation

• Double-check your setup

• Click Publish

Once live, the system will automatically respond on your behalf when someone replies via email and you're the assigned user or are mentioned.

? When You’re Back

After returning:

• Go to the automation

• Move it back to Draft status to stop sending out responses.