FAQs - Expert Agent Documentation

NAVIGATION

One of the common questions we face here at Expert Agent is how to send out a mass email to clients. Examples of this could be sending out a Christmas card/email, sending out invitations to an open house viewing or promotions of any kind.

In this section we will cover a step by step guide on how this is achieved.

Set up/Create an HTML Template

Your first step will be to set up/create an HTML template to send out. Help on this can be found in the HTML chapter of the manual.

Find the selection of records you require

Once you have your HTML template setup and ready to use, you will need to filter your grids to show the selection of records you wish to send your mail-out to. In this example we’ll use the open house example.

Filter your Applicant grid to show those records you intend to send the invitation to according to the specifications of the property. i.e. price, no of bedrooms etc. as shown below:

The grid is filtered to show only Sales Applicants looking for a property between £200,000 and £350,000 and a property with up to 4 bedrooms. After filtering, we have been left with 13 records to send the mail-out to.

Send the Emails

Right click on the grid to open the action menu, hover over 'Outputs' and choose 'Send E-Mail' as shown below:

You will be prompted with a marketing confirmation for you to confirm what time of email you are trying to send:

This action will present the template grid – click the template you wish to produce.

If you have numerous templates setup you may wish to filter the template grid in order to find to document you require - for example above, we have searched for the word 'open' as part of the template name. When you find the template in the list, click on it to produce it.

The following message will appear:

Click Yes to add attachments, or No to send the email straight away.

The email will send to those records set up with a valid email and who are set to receive the type of email you specified (i.e marketing/non marketing). Please see here for more information on what constitutes a marketing email. And here for more information on managing consent for your clients.

A message will appear confirming the number of messages that have been sent.

Due to the changes in GDPR you can now deleted Applicants yourself from Expert Agent. Please see the GDPR Deletions Applicant section of the manual for more information.

Please be aware this is a Staff Permission so you will need to make sure that you have the correct Permissions set before you can do this.

The Quick Search in the top menu displays the first 30 records that meet the criteria entered – which 30 is dictated by the system (ie: it may not necessarily be the first 30 records alphabetically by Firstname, for example).

If you are searching with a word that could appear many times (ie: Smith / Street / Road) you can use a % symbol (we call it a ‘wildcard’) to separate elements of your search. For example:

John%Smith will search for both John and Smith in each record, narrowing the results.

It is worth noting that the Quick Search within the Applicant Dashboard (or any of the Dashboards) will return a maximum of 50 results.

The Finance FAQ section covers all Financial related queries regularly raised by our members. We hope you will find the answer to your query below however if not and you feel it will be beneficial to add please email your suggestion to This email address is being protected from spambots. You need JavaScript enabled to view it. and we will happily add it for you.

Why you should use Expert Agent to manage your Lettings Finance needs

Why can't I see the lettings finance functions and how can I add them?

How do I Process a Holding Deposit?

Statements Vs Remittance

How can I create a statement for just one of my Landlord's properties?

How can I create an annual statement for my Landlords?

What do I do about a property with more than one landlord?

What do I do if I've had a letter from HMRC requesting a return under Schedule 23?

How do I pay a contractor before paying my Landlord?

Why did the rent not automatically charge for this tenancy?

Why have I got a message saying "No Rent Payer Set Up"?

How do I create an opening bank balance?