Emailing Tenants in Bulk

Housekeeping

Before sending an email in bulk from the tenancy grid, we recommend some housekeeping to ensure you have all your tenants set up correctly so that emails will be received, and you can work out any tenants that may need hard copies.

You can do this via your applicant grid.

Ensure your grid is unfiltered (right click from the grid and if you see the "clear filters" option at the top, click it to remove your current filters. If you don't see that option, your grid is already unfiltered.), then right click from the grid - grid columns - column picker BETA.

Ensure that in the "Selected" column, you have as a minimum, "is Current Tenant" "address" "email" and "send email" - order these as you prefer - then save your grid format.

Send Emails?

From here, you will want to check a few things, first of which is that you know which of your tenants have chosen via their preferences, not to receive emails. Just to ensure this is correct, and you haven't accidentally set any of their records up incorrectly.

Filter the "is current tenant" column to "yes" so you are only looking at active tenants - Then filter the "send email" column to "no". 

This will show you any tenant's who have opted not to receive email, for you to then either ensure you post them a copy OR amend their applicant record so their email preferences are set to yes so they receive bulk emails.

 Email Addresses?

The Next thing you will want to do is ensure you have email addresses for all your relevant tenants.

Filter the "is current tenant" column to "yes" again, and use the "up" arrow in the "email" column to order your tenants, with those who do not have email addresses at the top of the list.

This will show you any tenants who don't have an email address for you to either gather this address, or ensure you post/deliver them a hard copy.

Preparing your Email Templates

You will need to create yourself an email template to act as a cover letter for sending your email. This will need to be a HTML template. Please see Creating a new template for guidance on doing this. We would always advise sending a test email to yourself to see what this email will look like, before sending it to any clients. You can do this by setting yourself up as a "test"/"dummy" tenant in the system.

Sending Your Emails

Once you are happy all your records are as they should be, and you know any tenants who need copies posted/hand delivered, you can return to your tenancies to send the email.

You can either filter a grid as you need it, or work from the Quicklink "Office Fully Managed Tenancies" as this should be suitable for most

Once you have your grid as you need it with all relevant records showing - right click - outputs - send email - 

Make your marketing selection

Search for and select your email template/cover email

You'll be asked if you would like to add an attachment. If you select "no", the email will send immediately. If you select "yes" you'll be presented with the attachments screen

Where you can use the "select" button to search for the relevant attachment from your desktop - check that this has uploaded correctly by looking for the green dot alongside it - then click to save.

You'll then receive a message confirming if the emails have been sent successfully. Events will be logged on the tenancy records confirming the emails have been sent and when should you need to refer back to this. 

PLEASE NOTE: If your internal standards require a higher level of legal auditability, we'd recommend using a dedicated bulk mailing solution alongside Expert Agent or if you do wish to have the tenant confirm they have received your email in Expert Agent, we do recommend emailing your tenants individually from their tenancy record to allow you to use the eSignature functionality for a full audit trail.