Sending Emails

How Do I Send an 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: From the menu bar, hover over 'Email' and select 'Send New Email'.

Step 2: 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 5: 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:

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).

Adding Attachments

Please note – you can only add up to three files and there is a maximum of 10Mb per file.

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Printing emails

Step 1: Click the ‘Print’ icon.

Step 2: A pop-up will then appear displaying the generic printing options you are familiar with. Once you have settled on your printing options, click ‘Print’.

Once you have followed the above steps your document will have successfully printed.

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How Do I Load an Email Template?

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 the ‘Load template’ icon.

Step 2: 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 3: 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 4: 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’.

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