This guide explains covers how to email Leads and Customers outside of a Collection or Follow-up manually send emails to Leads or Customers outside of scheduled communications. If you have manual emails scheduled as part of your Collection for Lead Follow-up workflows, those items appear on your outstanding list for completion. However, you also have the ability to sent emails to Leads or Customer outside of the scheduled workflow. The steps involved in for emailing Leads and or Customers 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 for a highly sought after unit a Lead is interested inallow you to send communications, as needed, outside of regularly scheduled communications.
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 (Lead, Customer, or 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. Note: for Customer records, additional emails will only be saved in CallPotential and do not transmit to our PMS.
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 you've finished composing the 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.
