Step-by-Step Guide to Sending Emails

To begin emailing a client, first ensure the relevant conversation thread is open. Then, find and click the Email button located at the bottom left corner of the conversation screen. This action will open a message box where you can draft and send your email within the ongoing conversation, helping to keep your communication organized and easy to follow.

Providing Email Information

Before sending an email, it's crucial to fill in the necessary fields correctly to ensure effective communication. These fields include:

• From Name: Your name as the sender

• From Email Address: Your email address

• To Email: The recipient’s email address

• Email Subject: The subject line of your email

• CC: Add carbon copy recipients, if needed

• BCC: Add blind carbon copy recipients, if necessary

• Email Message: Your email content

• Formatting Options: Customize the appearance of your email

Customizing Emails with Dynamic Values

To add a personal touch to your emails, you can insert custom values, which pull information directly from forms, surveys, or appointment bookings. To do this, click the + icon at the bottom of the message box. This will show you a selection of custom values that can be added to your email. Simply click on the desired value, and it will be inserted into your message. When the email is sent, this placeholder will be replaced with the relevant information from your CRM. If the value is blank in your CRM, no data will be populated.

Set up your custom values by navigating to the Settings section in your CRM and selecting Custom Values.

Adding Links to Your Email

You can include hyperlinks in your email by clicking the link icon at the bottom of the message box. A popup will appear, prompting you to paste your URL and select whether the link should open in the same tab or a new one.

Attaching Files and Images

To attach files or images to your email, click the paperclip icon at the bottom of the message box. This will open your computer’s file explorer, allowing you to select the files you wish to attach. Follow the on-screen prompts to complete the process.

Using Pre-made Email Templates

If you have pre-existing email templates in your CRM, you can easily use them by clicking the paper icon at the bottom of the message box. A popup will appear, allowing you to choose the desired template from a dropdown menu. After selecting, click on Use Template to load it into your message box.

Requesting Payments Through Email

You can request payments directly via email by clicking the money icon at the bottom of the message box. A popup will appear for you to input the payment details. Once completed, click the Copy link and mark as sent button to finalize your request.

Minimizing the Message Box

To collapse the message box, click the four corners icon located on the top right of the message box. Be aware that this action will clear any unsent message content, so ensure your message is either sent or the text box is empty before minimizing.

Clearing the Message Box

If you need to start over with your email, click the Clear button located at the bottom right of the message box. This action is irreversible, so make sure you’re certain before proceeding.

Sending Your Email

Immediate Send

To send your email right away, click the Send Now button. This option ensures your recipient receives the email immediately, allowing them to respond or take action without delay.

Scheduling Your Email

If you prefer to schedule the email to be sent at a later time, click the Timer icon next to the Send button. A scheduling window will appear, where you can set the:

• Date: When the email should be sent.

• Time: The exact time for sending.

• Time Zone: Choose from recommended time zones or select from a list.

After setting these details, click Schedule and then Send Later to save your settings.

Canceling a Scheduled Email

If you haven’t yet clicked Send Later and want to cancel a scheduled email, click the Edit icon that appears after saving the scheduled message. Then select Remove Message to delete it.

If you’ve already clicked Send Later but want to cancel the scheduled email, find the three-dot menu next to the message thread. After clicking, the message details will be displayed. To cancel, click Cancel Send and confirm. Ensure this is done before the scheduled send time to prevent the email from being delivered.