This guide explains how to email Leads and Customers outside of a Collection & or Follow-up workflow. The steps involved in emailing Leads and Customers outside of a workflow are the same and understanding them can be helpful if you need to contact Customers for such things as packages being delivered at a facility or Leads for highly sought after units they are interested in.
Note
Italicized terms represent clickable icons on the specific screen being discussed.
Terms in blue are links to additional information about the described functionality.
Open a New Email
(A) Email icon - This is located in the information ribbon in every interaction card (Greeting, Lead, Customer, History). Click it to open a blank email in whatever interaction card you happen to be working. If you do not see an email address, that means there isn’t one saved for the Lead or Customer. Not every property management system requires them.
- (B) Email dropdown - Click to access additional email addresses saved to the record. Not every Lead or Customer will have multiple emails so nothing may appear in the dropdown with the exception of (C) Add New which allows you to add additional email addresses to their record.
Compose Your Email
- Add Recipients - Click to either (D) carbon copy (CC) or (E) blind carbon copy (BCC) recipients. A carbon copied recipient will see all the other email addresses included in the email while a blind carbon copied recipient will not.
- (F) Subject - Enter the email’s subject. This will display prominently in the recipient’s inbox.
- (G) Template icon - Click to select from a list of pre-configured messages created by your management team. If you want to send a more customized email, type the message directly in the email window.
- (H) Formatting icon - The formatting options appear by default when you open a new email. After you’ve finished writing the email, use these tools to further customize your message. Here you can do things like adjust the font and message layout as well as include links. Click the formatting icon to remove the options and view the entire email window.
(I) Send - When finished composing your message, click to send the email.
Send Confirmation
- (J) Confirmation - After sending the message, a confirmation message will appear in the interaction card indicating the message was successfully sent.
