We’re really excited about this new feature that was just released this morning and we’re sure you will be too. Please spend a few minutes reading this update so that you can get familiar with the feature. I’ve included screenshots to follow along with.

Basically, this feature will allow you to email prospects and customers either individually or in multiples. So if you have a quick email to send to a specific customer, no problem. On the other hand, if you have 10 emails to send to 10 customers to remind them of their appointment in 2 days, no problem.

So…this email feature is a great way to remind customers of their appointments, announce a new service, offer a limited time discount, send a newsletter to customers, or to simply say
hi which serves the purpose of keeping your name in front of them. I’m sure you can come up with some other ways to use this feature also, so you’re only limited by your imagination.

For starters, you’ll see a “Send Emails and Print Letters” Jump to link in the “Jump to” area on prospect or customer profile screens. Here’s a screenshot:

If you click that jump to link, you’ll end up in an area where there are two choices, “send a personalized email” or “print a personalized letter”. It defaults to “Send a personalized email”.

We’ve included 8 email templates for you to use as a guide, 4 for customers and 4 for prospects. A very important point to make is that you’ll see YOUR_NAME and COMPANY_NAME within the body of the email templates. It’s important that you edit this information and fill in your own name and company name.

So my recommendation is to either click on any of the email template titles or click on the “create a new email” link. A window will open up as shown:

Click the “email settings” link which has the arrow pointed to it above and this will open up your settings window. You can then edit all your templates and create new ones. After editing each template, if you want to continue with editing and/or creating new templates, just click the “save” button and you’ll stay in the same window. When you’re done editing/creating, click the “save & close” button.

As a side note, also within this email settings window you can add a cc email address so that you can receive a copy of each email sent.

Let’s take a look at a customer email personalization area:

It’s as easy as just clicking the title of email you want to send. This opens up a window where all you have to do is click the “send email” button. Keep in mind that if you just want to create a new email, click the “create a new email” link you see above.

Here’s what you’ll get if you click on an email title:

And that’s it. Easy as pie.

But we’re not done yet. 🙂

Above I’m just showing you how to send individual emails. But maybe you want to search for customers who have appointments coming up and you want to send them an email to remind them. You can now do it!

On the customer search screen we introduced two new searches. Here they are:

or…

So you simply run whichever search you want to do. Then with the customers on the search results screen you click “check all”. Here’s a couple of screenshots:

Click the “email selected” button to open up the email window and choose the email you want to send. As a reminder we did provide you an appointment reminder email you can use. Hopefully you’ve edited it with your name and company name. If not, you can do that now.

Click the “send email” button within the email window that opens up and the 4 customers in this example will receive an email reminding them of their appointment.

This feature can be used many, many different ways. I just showed you two examples above, one that showed you sending an individual customer email, and the 2nd example showed you sending an appointment reminder email to multiple customers.

But you can send individual or multiple emails to prospects also. Or you can just search for all customers, click check all, click the “email selected” button, attach a pdf newsletter and send it to all your customers, and on and on and on. Above I listed a few other ways to use this feature.

A couple of closing notes:

• If you’re sending dozens or hundreds of emails all at one time, they might not all be sent at once. We’ve had to space out the email sending to prevent a lot of load on the server. Although we have dedicated servers with lots of bandwidth and space, if thousands of emails were sent all at once from multiple members at one time, it could create a bottleneck and affect server speed.
• If you’ve elected to receive a copy of each email sent and you’re sending out multiple emails, you’ll only receive one copy. For example, if you’re sending 10 appointment reminder emails to 10 different customers, you’re only going to receive a copy of one appointment reminder email. There’s no sense in copying over 10 emails to you that essentially say the same thing. Our recommendation is to actually change the cc email option to “No” prior to sending multiple emails.

Enjoy this new email feature! If you have any questions, please let us know.

Best Regards,

Steve