Manage Bulk Email

Need to get a message out to a large number of clients quickly and efficiently? The Bulk Email feature in ClientManager CRM is your go-to for sending general updates, targeted messages, or quick reminders. Here's a breakdown of how to use it.

Top Row Buttons Explained

• Manage Drafts: This is your hub for all saved email drafts. You can load a draft to continue working on it or delete older drafts to free up space. Each practice can store up to 10 draft emails.
• Track Bulk Emails: After hitting send, head here to monitor the status of your bulk emails. It's handy for checking delivery progress and seeing if your messages have landed safely. You'll see statuses like:
  • Queued: Your email is waiting in line to be sent.
  • Sending: It's on its way out!
  • Sent: We've passed it on to the recipient's email provider.
  • Success: Delivered! Your message has arrived.
• Edit Automations: Set up and manage automated emails, such as birthday wishes or anniversary messages, to keep in touch with your clients effortlessly.
• View Automation Log: Keep an eye on all your automated messages here. This log shows you exactly when and to whom automated emails have been sent.

Compose a New Bulk Email

Creating a new bulk email is straightforward. Here's what you'll find:

Subject and Body

Start by giving your email a clear **Subject** line. Then, get creative with your message in the **Body** section. You can easily personalise your emails with smart tags (just like a mail merge!) to include details like your client's name or nickname, making each email feel tailored and personal.

Once you've drafted your email, click the **'Revise with cmIQ'** button. This clever AI assistant will give your email a once-over, helping to tighten up the wording, fix any typos, and ensure your message sounds just right.

Segmentation Tags

This is where you decide who receives your email. Tick the **Tags** you want to include as recipients. Only clients with any of the selected tags will get the email. Don't fret if a client has multiple matching tags; they'll only ever receive one email.

Add Attachments

You can easily add attachments to your email. Simply drag and drop your files into the designated area, or click to select them from your computer. You can add up to 5 attachments. Just a heads-up, attachments do use credits, so emails with attachments will cost a little more to send.

Send From

Your name will show as the sender, and your email address will be the reply-to address, making it look like the email came directly from you. However, as we handle the delivery, you can choose which of our sender emails you'd like us to use here.

Send Date

Want to schedule your email for later? Just pick a future date and time here. If you leave it blank, we'll send it out straight away.

Bottom Buttons

• Save Draft: Before you can send your email, you'll need to save it as a draft. This allows you to come back to it later or move straight on to sending. You can manage all your saved drafts from the 'Manage Drafts' button at the top.
• Review & Send: Once you're happy with your email and it's saved as a draft, click this button. You'll get a chance to preview the email and see exactly who will receive it before it goes out – no surprises!

Tips and Best Practices

• Always preview your email before sending to ensure everything looks just right.
• Make good use of the smart personalisation tags to create a more engaging experience for your clients.
• Consider segmenting your audience with tags to send highly relevant messages.
• Regularly check the 'Track Bulk Emails' section to monitor delivery and ensure your messages are reaching their intended recipients.

Troubleshooting

• If your email isn't sending, double-check that you've saved it as a draft first.
• If attachments aren't uploading, ensure they are within the allowed file size limits and are one of the accepted file types.
• If clients aren't receiving emails, verify that their profiles have the correct tags selected for your bulk email campaign.

FAQs

How many draft emails can I store?

Each practice can store up to 10 draft emails.

Do attachments cost extra?

Yes, emails with attachments use more credits and will cost slightly more to send.

What happens if a client has multiple matching tags?

Don't worry, they will only receive one email, even if they have multiple tags that match your selection.