Emails - Email Center

The Email Center allows you to activate and customize any of the emails that are sent from InflatableOffice. 

This is a great tool to utilize sending manual or automatic emails, and newsletters to your customers. These emails can be personalized and customized to what works best for you and your business.

Many of the email templates we have loaded in the Email Center, are inactive until you decide to activate them. You can activate an email by selecting the email you wish to use and checking the box next to 'active'. 

Automatic Emails

These emails, once activated, are sent out according to their description. The system looks every 15 minutes to decide what emails need to be sent out. You can change the criteria by which an automatic email is initiated by editing the email. You can specify the timeframe in which it goes out (Example: Event Reminder 5 days before event date). You can also have an automatic email go out to specific types of leads by setting a filter (if you need assistance creating a filter, see here). These emails can also be sent out manually if needed. For example, you have an auto email set up to go out 14 days before an event and the event was booked 5 days before the event date...you can send out the email manually since it did not meet the "14 days before" criteria.

Manual Emails

These are emails you will have to send manually from the lead. To send out  the Quote, Contract, Invoices, you must be in a lead. To send these, select the envelope in the top right corner of the lead, the information will pre-populate and then select the template for the email you want to send.

Creating a manual email will help you save time if you have a certain email frequently send to your customers.

Manual email templates are also used when creating certain automations.

Newsletters

To send a newsletter to all of your existing customers, go to the Email Center, and click "Add Email" in the top left. It is recommended that you test your newsletter before activating it. You can set the date you would like the system to begin sending the newsletter (Begin Sending Date). Newsletters will automatically contain an unsubscribe link on them, so you do not need to add it to the template. The newsletter will send to all contacts in your address book and any new contact added over the next 2 days.

Send Rate

If your customer list that you are sending to is too large to send before 30 days expires, you will need to increase your send rate. Send rate is determined by your email server and preferences. This will allow you to send a maximum of 2000 messages per hour. You should not have a higher newsletter send rate than your host allows. If you are manually setting it, make it lower than your host's limit so that you have the ability to send additional manual emails without being blocked from sending other emails. If you need to send at a higher rate, you will likely need to turn off sending newsletters through your SMTP server and add the following SPF record to your DNS settings: include:mailSPF.smtp.com. See more information about SPF records here. The send rate is for newsletters only. Should you host not be efficient, there are requirements to set your SPF settings on your DNA. You will also have to set your email preference to not allow sending newsletters through your email.

Send Duration

The send duration will show you approximately how long it'll take for newsletters to send out to your customer base.

In the example above, this means that it will take approximately 12 minutes to send out 4 newsletters. 

Deliverability of Emails

If you or your customers are having trouble receiving emails sent by our system, please let us know. We can configure the system to relay all your emails through your own email system if you would like.

Here is a video going through the email center and how to configure it for use.