You can send emails to your contacts without leaving FreeAgent CRM with a single click. You just need to pair your email and you will be ready to send them. In this tutorial we will cover the following topics:
- Sending a Single Email
- Sending Bulk Emails
- Sending an Email from the Mobile App
- Replying to an Email
- Replying to an Email from the Mobile app
- Sending Emails Automatically
To send an email, make sure you have already paired your email with FreeAgent CRM. To learn how to pair your email account, please visit the following tutorial:
Once you have paired your email address go to the Contacts app.
Sending an Email
There are a few ways in which you can send an email to your contact, depending on the View you are currently in.
- All views. Click the contact's email address.
- List View. Select the contact and then click the 'Email' button.
- Rolodex View & Record Detail View. Click the 'Actions' button in the Activity Timeline to display the available options and then click on the Contact's email you want to use, there could be more than one option available.
Any of these actions will display the email editor. Here is where you add the subject of your email (1) and the body (2). The editor allows you to fully customize the body of your email, upload images, and add attachments (maximum file size is 1MB). If you already created an Email Signature, it will be included in the body of the Email.
On the right side, there is the preview. It will give you an idea of how your email will look once it is sent.
Using Email Templates
You can use an existing Email Template by clicking the 'Select a Template' button on the top of the page.
Search within your existing templates for the one you would like to use and click on it.
The email will be populated with the details of the Email Template. You can make some changes if you want to. Once you are done with your email, click the 'Send' button.
The Email will be sent to your Contact and you can see the details on your Contact's activity section.
You can send emails to your contacts without leaving FreeAgent CRM with a single click. You just need to pair your email and you will be ready to send.
Sending Bulk Emails
Click on 'List view', then click on the checkbox next to the names of all the Contacts you want to email. This will enable the options at the top, there click the 'Email' button. Note, you can only send 50 emails at a time.
This will display the email editor. At the top, you will see the total of selected Contacts. Here is where you add the subject of your email and the body. The editor allows you to fully customize the body of your email, upload images, and add attachments. If you already created an email signature, it will be included in the body of the email.
To display the email addresses of the selected Contacts, click on the Contact counter next to 'Individually Send To' section.
On the right side, there is the preview. This will give you an idea of how your Email will look once it is sent. Note, the preview will show for the first contact in the list, but each of them will see their names in the 'To' section.
You can use an email template by clicking the 'Select a Template' button. You can learn more on how to use Email Templates here.
The emails will be sent to your Contacts. You can see the details in your Contact's activity section.
Send an Email from the Mobile app
There are different sections where you can click to send emails to your contacts in the FreeAgent CRM mobile apps. From the contact's information card, by clicking on the Next Steps of type email, you can even reply to existing email conversations.
When you click on the email or in the Email Next Step, you will go to the Email creation window. There you can Cc or Bcc other contacts or team members, give your email a Subject, and type in your email. Your Email Signature will be included in the body of the email. Once you are done typing your email, just click 'Send'.
Replying to an Email
Please note that you will need to save the email address of the Contact in order for this to work.
Check Received Emails
To check the received emails from your Contacts go to the Contacts app or search for Contacts in the menu, select the desired Contact, and check the activity section.
You will see the email icon right below the Contact's name on the corresponding activity along with the 'inbound' label. You will also see the date and time the email was received. To see additional information, click on the Activity description, in this case, it is 'Jeff Adler emailed TJ Biles'.
This will open the 'View Email' window, where you can see the complete email. To reply, simply click on the 'Reply' button.
Once you hit reply, the 'Reply Email' window will appear. Here you can prepare the email you want to send and check how it will look in the Preview section. Once you are done, click the 'Send' button.
Your reply will be sent to your Contact. A new entry will appear in the 'Activity' section with the details of the reply you just sent.
Reply to an Email from the Mobile app
Within your FreeAgent CRM mobile app, go to your Contacts. There select the contact for which you want to reply. Swipe from right to left to switch the current card view to get to the Activities and scroll to find the desired email. Tap on the email to view its details and at the top right corner, you will have the 'Reply' option. Tap on it to reply to the email. You should see the 'Re:' indicator in the Subject to know that you are actually replying to an existing email thread. Tap on 'Send' when you are ready to reply.
Congratulations! You just replied to an email within FreeAgent CRM. This is a great way to keep track of all your incoming and outgoing communications.
Send Emails Automatically
On the contact detail page, click the three dots next to Next Steps to display the available options and then click 'Add Email'.
Next, you will need to give your Next step a description, select the email template, choose the due date, which can by 'today', 'tomorrow', 'next week' or 'specify date and time' you want this email to be sent.
The most important step is checking the box next to 'Send automatically', this will tell the system that the email should go out on the selected date and that should be sent from the selected profile (Sent from) to the Contact's email (Email To). On the right side, you can add a note for your Next Step if needed.
Once you are ready, click the 'Save' button and your Next step will be created.
On the date and time you specified in the Next Step, the email will be sent to your contact and the Next Step will be marked as 'Done' automatically. If you click the 'Mark Email as done' button before the time you set up, then the email will NOT be sent automatically this will only close the Next Step.