Sending Emails to Your Contacts

You can send one email to one, many, or all of your contacts at once. Each contact gets their own email, with their own name in it. Nobody sees anyone else’s address.

Send an email

1. Click Properties, then click Send Email to Contacts at the top of the list.

   

2. The panel opens. On the left are your contacts. On the right is your email.

   

3. Tick the contacts you want, or tick Select all. Only contacts with an email address are listed, and only on active properties.

   

4. Type the Email Subject, then write your message in the Email Body.

5. Check the count at the top (You are sending 12 emails), click Send Emails, then Confirm.

The emails are sent by our server, so you can close the panel straight away. When they have all gone, you get a status email that lists who received it.

Find the right contacts

• Search — type a customer, contact, email address or route. The list shows only the matches.
• Report contacts — click this button above the list to show only the contacts who receive your reports.
• Route — click a route’s button (for example North) to show only the properties on that route.
• Tags — click a tag (for example Snowbird) to show only the properties with that tag. Click more tags to narrow it further: a property must have every one you clicked.
• Clear filters shows everyone again.

Everything you tick stays ticked while you search and filter, so you can build your list in a few steps.

Leave out customers who are at home

Customers who are In Residence today have an In Residence label in the Tags column.

1. Click Hide In Residence above the list.
2. Those contacts disappear from the list and from the count.

Only In Residence stays you have approved count. A stay a customer asked for in the Customer App, and that you have not reviewed yet, does not hide anyone.

If you choose Send later, the check is made again on the day the email goes out. A customer who is home on that day is skipped, even if they were away when you wrote the email. The status email shows them as In Residence — not sent.

Put the customer’s name in the email

1. Click in the Email Body where you want the name, for example after “Dear ”.
2. Open Insert token… and choose {{contact.firstname}} under Recipient.

Each customer sees their own first name in place of {{contact.firstname}}. You can add the property address and other details the same way.

Three more you may find useful, each on a line of its own:

• {{weather.forecast}} — the week’s weather at the customer’s property.
• {{visits.next30}} — the customer’s visits in the next 30 days.
• {{issues.list}} — the customer’s open issues. See Email Templates for the full list.

Attach files

1. Click Attach files next to Send Emails.
2. Pick up to 3 files. Together they can be up to 5 MB.
3. Each file shows next to the button with its size. Click ✕ to remove one.

You can attach PDFs, pictures, Word and Excel files, and text files. Every contact receives the same files.

If a template has its own files, Load template adds them for you. Click ✕ to leave one out of this email.

Send yourself a copy

Tick Send me a copy next to Send Emails. You get one copy of the email, exactly as your first contact sees it, at the email address you sign in with. Your contacts never see that a copy was sent.

Send later

You can write the email now and have it go out at a time you choose.

1. Write your email and tick your contacts as usual.
2. Under When to send, choose Send later.
3. Pick the date and time in Send on. The time is your company’s time — the name of your time zone is shown next to Send on (for example Send on (Pacific Time)).
4. Click Schedule Emails, check the date and time in the message, and click Confirm.

The emails go out within about five minutes of the time you picked, and you get the same status email when they have gone. Contacts you deleted, or whose email address was removed, in the meantime are skipped, and so is anyone who has unsubscribed.

See or cancel a scheduled email

1. Click Scheduled next to the Send Email to Contacts title. The number beside it is how many emails are still waiting.
2. The list shows each scheduled email with its time, subject, number of recipients and status (Waiting, Sending, Sent, Failed or Cancelled). Emails sent in the last 30 days stay on the list.
3. To stop one that is still Waiting, click Cancel sending, then Cancel sending again to confirm.

A scheduled email cannot be changed. To change the text, the contacts or the time, cancel it and schedule it again.

Good to know

• The emails come from the same address as your reports. If you have set up your own domain (see Sending Emails From Your Own Domain), they come from your domain.
• Load template fills in the subject and body from one of your saved General email templates. You can still change them before you send.
• A storm is coming? Write one short email, click Hide In Residence, tick Select all and send. Everyone who is away hears from you, and nobody at home is bothered.

Questions

Can I CC or BCC someone? No. Every contact gets their own email, so nobody sees anyone else’s address. Tick Send me a copy to see what was sent.

Why is a contact missing from the list? The contact has no email address, or the property is not active. Add the email address on the property’s Contacts tab.

Why did fewer emails go out than I ticked? The status email tells you. A contact may be In Residence on the sending day (with Hide In Residence on), may have unsubscribed, or may have been deleted.