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. 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. 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. Event, vendor, and shift reminder emails can be sent even if they are triggered after the set time so you don’t have to manually send them if scheduling late.
Copying Automatic Emails
You can make a copy of an automatic email but remember when you do so you want to copy an email that is going to "act" the same way. You don't want to copy a "Thank you for your payment" email and want it to go out as an "Event Reminder" email. Keep this in mind when you "Save as a copy". Save emails that are going to go out for the same reason and edit them for your needs and you can change the timeframes in which they go out to suit your needs as well.
These are emails you will have to send manually. On the leads page you can send the Quote, Contract, and Shift emails on the appropriate tab. Just click on the email icon and select the email template you would like to send.
To send a newsletter to all of your existing customers, go to the Email Center, and click New Email at the bottom right. 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.
If your customer list that you are sending to is too large to send before 2 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 setting it, make it lower than your host's limit so that you have the ability to send additional manual emails without being blocked. 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 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.
You can see a list of keywords that can be used in your emails to print out information that is unique to the customer or event.