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Help / Messages and calendar

Email one or more clients

Write to clients from the composer, use a template and variables, send now or schedule, and check what was sent.

Who can do this: Owner, staff, admin and agent roles.

Steps

  1. Open Messages and choose "Email a client". From a trip or a person you can also use the email actions, such as "Send form".
  2. Optionally pick a "Trip (optional)". Its lead contact is added as a recipient.
  3. Under "To" search and add clients and leads. You can add up to 50.
  4. Optionally use "Apply template", then edit the "Subject" and "Message".
  5. Insert variables from the variable menu, such as {client.first_name} or {proposal.link}. Read the yellow warnings, which list any that would be blank.
  6. Choose "Send now", or "Send at" with a date and time in your own time zone.
  7. Choose "Send" or "Schedule".

What you will see

  • A green message: "Sent to" with the number of people, or "Scheduled for" with the date and time.
  • Each person gets their own copy with the variables filled in for them.
  • "Scheduled and sent" lists up to 100 messages with pending, sent, failed or cancelled. Cancel a pending one with "Cancel".
  • Sent mail shows under the trip's Communication tab.

Common problems

"Unknown variable".

Only these are allowed: {client.first_name}, {trip.name}, {trip.start_date}, {trip.end_date}, {advisor.name}, {proposal.link}, {payment.due_date}, {scheduling.link}, {review.link} and {form.link:} followed by the short name of a published form.

A scheduled message did not go.

Scheduled mail is sent by a timed job your server runs. A failed message is not retried automatically; its row shows the error.

A recipient "has no valid email address".

Fix the address on the person's record.

"Pick a time in the future, or choose Send now."

The scheduled time has passed.

Where are the ready-made messages?

Settings > Message templates holds 19 starter templates, such as Inquiry reply, Proposal ready and Payment reminder, marked for your review. Edit, save or delete them there.

This article describes CloudCape as it works today. If your screen differs, get in touch.

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