How Do I Manage Emails
How Do I Create an Email Template
How Do I Load an Email Template
How Do I Create a Sequence of Emails
How Do I Edit a Scheduled Email
How Do I Add an Attachment to an Email
How Do I Add or Remove an Auto Generated Email from a Contact
How Do I CC a Second Person Automatically
How Do I See an Email That Has Been Scheduled
Why Can't I Edit a Scheduled Email
How Do I Send an Email?
Email > Send New Email
One of the biggest benefits our software provides is allowing you to easily stay in touch with your contacts. So, in this help article, we will be guiding you on how to send an email.
Step 1: Click ‘Send New Email’.
Step 2: Next, select via the tickboxes which group(s) you would like to send your email to. Once you have selected, click ‘Next’.
Step 3: Once you have clicked ‘Next’, you will be taken to the email building screen. Here, you can write and customise your email as well as decide which contacts will receive it.
To select which contacts will or will not receive the email you simply tick or untick the tickbox next to their name. If the box is ticked they will receive it and if it is not they will not – simple.
Step 4: When you are happy with your email and the contacts it will be sent to, hover over ‘Sending options’ and click ‘Send or Schedule’.
Step 5: A textbox will then appear presenting you with several options to select from:
Option 1 - When sending this email to linked contacts who share the same email address:
Here, you can select whether to send just one email or to send one email per contact to the same address. Typically, you will send only one email.
Option 2 – Send email:
You can select whether to send the email once or on a recurring basis. If you decide to send the email recurrently, you will have the option to send it ‘Weekly’, ‘Monthly’, ‘Bi-annually’ or ‘Annually’.
Option 3 – Send:
This is where you decide if you want to send your email immediately or whether you would like to schedule it for a later time / date.
If you are scheduling your email for a later date / time, you will be presented with an interactive calendar and sliding timescale to set your date and/or time of sending.
Step 6: Once you have decided on the above options, click ‘Finish’ – your email will now be sent or scheduled for later successfully.
Alternatively, there may be times when you want to email an individual contact. To do this, follow the steps below:
Step 1: Go to the contact record of the contact you wish to email.
Step 2: Hover over ‘Member’ and select ‘Send email’ from the dropdown list.
Step 3: Once you have clicked ‘Send email’, you will be taken to the email building screen. Here, you can write and customise your email.
Step 4: When you are happy with your email and the contact it will be sent to, hover over ‘Sending options’ and click ‘Send or Schedule’.
Step 5: A textbox will then appear presenting you with two options to select from:
Option 1 – Send email:
You can select whether to send the email once or on a recurring basis. If you decide to send the email recurrently, you will have the option to send it ‘Weekly’, ‘Monthly’, ‘Bi-annually’ or ‘Annually’.
Option 2 – Send:
This is where you decide if you want to send your email immediately or whether you would like to schedule it for a later time / date.
If you are scheduling your email for a later date / time, you will be presented with an interactive calendar and sliding timescale to set your date and/or time of sending.
Step 6: Once you have decided on the above options, click ‘Finish’ – your email will now be sent or scheduled for later successfully.
Once you have followed the above instructions you will have successfully sent an email to your contact(s).
How Do I Create an Email Template?
Email > Email Templates
To create an email template, follow the steps below:
Step 1: Click on ‘Email Templates’.
Step 2: Next, click on ‘Create email template’ in the top left-hand corner of the screen.
Step 3: You will then be taken to the email template builder screen. From here, you can name your email template, write your template and customise it fully.
Additionally, you can make your template into a sequence of emails if you wish. To learn more about sequenced emails, click here.
Step 4: Once you have finished creating your email template(s), click ‘Save’ in the top left-hand corner of the screen.
If you have followed the above steps correctly a message will then display saying, ‘Email template added successfully’.
How Do I Load an Email Template?
Email > Email Templates
Sending emails can be a very repetitive process, especially if it is one you are constantly having to send, such as a payment reminder or welcome email.
Fortunately, our software accounts for this and allows you to create email templates which you can quickly load and send.
Step 1: Click ‘Send Email’.
Step 2: Next, select via the tickboxes which group(s) you would like to send your email to. Once you have selected, click ‘Next’.
Step 3: Once you are in the email builder where you can write and design your email, click the ‘Load template’ icon.
Step 4: A pop-up box will then appear allowing you to select which email template you would like to load. Once you have decided which template you would like to use from the dropdown list, click ‘Open’.
Step 5: The template you selected will then open along with a list of contacts you can send it to. Simply, untick the names of the people you do not wish to send the email to or tick the box next to the name of those you do.
Step 6: Once you are happy with the template you have loaded – how it looks, its content and the people who will receive it – hover over ‘Sending options’ and click ‘Send or Schedule’.
Step 7: A textbox will then appear presenting you with several options to select from:
Option 1 - When sending this email to linked contacts who share the same email address:
Here, you can select whether to send just one email or to send one email per person to the same address. Typically, you will send only one email.
Option 2 – Send email:
You can select whether to send the email once or on a recurring basis. If you decide to send the email recurrently, you will have the option to send it ‘Weekly’, ‘Monthly’, ‘Bi-annually’ or ‘Annually’.
Option 3 – Send:
This is where you decide if you want to send your email immediately or whether you would like to schedule it for a later time / date.
If you are scheduling your email for a later date / time, you will be presented with an interactive calendar and sliding timescale to set your date and/or time of sending.
Step 8: Once you have decided on the above options, click ‘Finish’.
Once you have followed the above steps your email will be sent or scheduled for later successfully.
How Do I Create a Sequence of Emails?
Email > Email Templates
To create a sequence of emails to send to your contact(s), follow the steps below:
Step 1: Click on ‘Email Templates’.
Step 2: Click the ‘Create new email template’ icon which can be located in the top left-hand corner.
Step 3: Here, you will be able to create a new email template. Once you have created the template, look in the bottom left-hand corner of the screen below the email body text box and you will see a question asking, ‘Create a sequence of emails to be sent?’ – you will want to click ‘Yes’.
Step 4: Once you click ‘Yes’ the screen will refresh (whilst retaining your original template) and will present you with the option to write another email.
Here, you are asked to decide the sending date of the email – you are given two options:
Option 1: The sequenced email(s) can be sent up to 15 days, weeks or months later than the original email.
Option 2: The sequenced email(s) can be sent on a fixed date.
You can select either of these options above the email toolbar of the emails following the original.
Step 5: Depending on how long your sequence is, you may wish to add more emails. To do this, click ‘Add Additional Email to The Sequence’ – each time you click this, another email template will be added.
Step 6: When are you are happy with the emails you have created and how they will be sequenced click ‘Save’.
Once you have followed the above steps you will have successfully created your email sequence.
How Do I Edit a Scheduled Email?
Email > Scheduled Emails
To edit an email that has been scheduled for a later date, follow the steps below:
Step 1: Click ‘Scheduled Emails’.
Step 2: Once in ‘Scheduled Emails’, tick the box next to the email that you would like to view and select ‘Next’.
From here, you will have two options:
Option 1: To edit a scheduled email for a specific individual.
Option 2: To edit a scheduled email for all people due to receive it.
Step 3: To edit a scheduled email for all recipients due to receive it, you will need to tick the boxes next to their names. Once this is done, click on ‘Edit email template’ in the toolbar located near the top of the screen.
Step 4: After you have clicked on ‘Edit email template’ a pop-up box will appear showing you a copy of the email that is due to be sent. From here, you can edit the scheduled email.
Please note – if the time before the scheduled send date is less than 60minutes, you will not be able to edit the scheduled email.
Step 5: Once you have finished editing your email template, simply click ‘Save’.
Alternatively, to edit the scheduled email due to be sent to an individual recipient, follow the steps below:
Step 1: Find the specific recipient you would like to edit the scheduled email for. Once you have found them, click ‘Edit’ located on the right-hand side of the screen in the same row as their name.
Step 2: After you have clicked on ‘Edit’ a pop-up box will appear showing you a copy of the email that is due to be sent. From here, you can edit the scheduled email.
Please note – if the time before the scheduled send date is less than 60minutes, you will not be able to edit the scheduled email.
Step 3: Once you have finished editing your email template, simply click ‘Save’.
Once you have followed the above steps you will have successfully edited your scheduled email(s).
How Do I Add an Attachment to an Email?
Email > Send Email
To add an attachment to your email, follow the steps below:
Step 1: First, to find out how to send an email, read our help article by clicking here.
Step 2: Once you are in the email builder where you can write and design your email, click the ‘Add attachment’ icon.
Step 3: A pop-up will then appear. Here, click ‘Choose file’. You will then be able to select a file to attach to the email.
Please note – you can only add up to three files and there is a maximum of 10Mb per file.
Step 4: Once you have selected the file(s) you wish to attach, click ‘Save and finish’.
Once you have followed the above steps you will have successfully attached your file(s) to your email.
How Do I Give/Remove an Auto Generated Email from People?
Contact Record
In some circumstances, you may wish to give a contact an auto-generated email if you do not have an email address for them or remove an auto-generated email once you obtain an email address for them. To find out how to do this, follow the steps below:
Giving an Auto-Generated Email
Step 1: Go to ‘Contacts’ > ‘View all’ and click on the group/category you wish to add a person to.
Step 2: Hover over the ‘Actions’ icon and choose ‘Add new contact’.
Step 3: Enter the details you have for the contact, when you get to the email field, tick the box which states ‘Auto generate email address’. An auto-generated email address will automatically be entered into the email fields once this is ticked.
Removing an Auto-Generated Email
Step 1: Go to the contact record you wish to remove the auto-generated email address from.
Step 2: Go to the email field where the auto-generated email address is located.
Step 3: Delete the auto-generated email address and enter the correct email address for the contact.
Step 4: Scroll to the bottom of the page and click ‘Save’. The email address will now be replaced.
Once you follow these instructions you will have successfully added/removed an auto-generated email address from a contact.
How Do I CC a Second Person Automatically?
Contact Record
In some circumstances, you may wish to send emails to more than one email address on a contacts’ record - to find out how to do this, follow the steps below:
Step 1: In order to CC a second person into an email, you need to ensure you are using the correct field within your forms to collect the data, so to start, go to ‘Admin’ > ‘Forms’.
Step 2: On the left-hand side of the page you will see a list of potential questions you can put on your forms. To CC a person, you have to be collecting data for the second email address using the ‘Additional email address’ field. Ensure you have this field on your form.
Step 3: Go to ‘Email’ > ‘Send new email’ and create your email to your preference.
Step 4: Send or schedule your email. When your email is sent, anyone who has filled in the ‘Additional email address’ field will be CC’d into the email automatically.
Once you follow these instructions you will have successfully CC’d in a second person automatically.
How Do I See an Email That Has Been Scheduled?
Email > Scheduled Emails
To view an email that has been scheduled for a later date, follow the steps below:
Step 1: Click ‘Scheduled Emails’.
Step 2: Once in ‘Scheduled Emails’, tick the box next to the email that you would like to view and select ‘Next’.
Step 3: You will then need to tick the box next to the name of a recipient of the email. Once this is done, click on ‘Edit email template’.
Step 4: After you have clicked on ‘Edit email template’ a pop-up box will appear showing you a copy of the email that is due to be sent.
If the time before sending is greater than 60minutes then you will be able to edit the template (if you would like to) here. If it is within 60minutes then you will not be able to.
Step 5: Once you have finished viewing or amending your email template, simply click ‘Save’.
By following the above steps, you will have successfully viewed an email that has been scheduled.
Why Can’t I Edit a Scheduled Email?
Email > Scheduled Emails
The most likely reason that you cannot edit a scheduled email is that they cannot be edited within sixty minutes of their scheduled sending time.
To maximise email delivery rates, we use a specialist third party email delivery system.
We submit scheduled emails to this system one hour before their due sending time. As such, it is not possible for you to edit or cancel emails within one hour of the scheduled sending time.
How Do I View Failed Emails?
Email > Failed Emails
To view any failed emails within the system, follow the steps below:
Step 1: Click on ‘Failed Emails’.
Step 2: Once in ‘Failed Emails’, you will be shown a list of any emails that have failed to send from within the system.
Here, you can see the date and time the email was sent, the name of the email, and also the recipients who were meant to have received it.
Step 3: By clicking on the date and time of the email, a copy of the failed email will display.
Once you have followed the above steps you will have successfully viewed your failed email.
How Do I View Sent Emails?
Email > Sent Emails
When viewing sent emails, you will have two options:
Option 1: View sent Group Emails which have been sent to multiple recipients.
Option 2: View the specific sent emails for an individual.
To view your sent Group Emails, follow the steps below:
Step 1: Click ‘Sent Emails’.
Step 2: Once in ‘Sent Emails’, you will see all the previous Group Emails which have been sent out. You can search by a date range, by types of email or by a particular sender. When you have found the specific email you would like to view, click ‘View Report’.
Step 3: Once the screen has loaded you will be displayed with a bar chart depicting the statistics of the email along with numerical values in a table underneath. To view the sent email, you will need to click the number in the ‘Sent’ column.
Step 4: This will bring back the list of people the Group Email was sent to. To see a copy of the email that was sent, click on the contacts name.
Step 5: Once you have clicked on the contact’s name a copy of the email you sent will display. From here, you can also resend the email and/or print it.
Step 6: When you have finished viewing the copy of the sent email, simply click the ‘x’ in the top left-hand corner.
Alternatively, to view the emails sent to a specific contact, follow the steps below:
Step 1: First, go to the contact record of the person whose sent emails you wish to view.
Step 2: Once in the contact’s record, hover over ‘Contact – Actions’ and click on ‘Sent emails’.
Step 3: From here, you will be able to view all the emails that have been sent to that specific contact. To view a specific email, click on the name of the email in question.
Step 4: Once you have clicked on the name of the email a copy of it will display. From here, you can also resend the email to the contact and/or print it.
Step 5: When you have finished viewing the copy of the sent email, simply click the ‘x’ in the top left-hand corner.
Once you have followed the steps above you will be able to successfully view any sent emails within the system.
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