Overview
Scheduling mass emails not only can save you time but can give you the opportunity to market yourself time and again to your contacts. If you plan on mass emailing a group of people for an event, holiday, or just because, you can queue it up to send automatically at a specific date/time.
Please Note: At this time only emails can be scheduled to be sent in the future.
How to Schedule a Mass Email
To get started click on the 'Marketing' tab from the main navigation on the left side. Then, click into the 'Scheduled Mass Emails' tile.
Before you can send a mass email you'll need to fill out the Enable Scheduled Mass Email form. The InsideRE team will get the tile enabled for you within 48 hours.
Once you have access to the tile the control panel will list all of your scheduled emails. Click on the green '+ Schedule Email' button on the upper right.
This will open the interface to set all of your scheduling and content for the planned mass email.
Section 1 - Recipients
Send Matching Criteria from saved Filter: This will send the email to all the contacts that match a saved filter.
Contacts with Hashtag: This will send the email to all the contacts that match a specific hashtag.
Send to Contacts with Status: This will send the email to all the contacts of a specific status: Sphere, Prospect, New Lead, Active Lead, Client, Contract, Closed, Archived.
Scope: Limits the recipients to only those owned by the entity selected. Typically only Admins will use a scope.
Please Note: The email message will be sent from the Assigned Agent to the contact (even if a Company Admin sends a mass email at the Company scope).
Send to Private Leads: You can choose whether or not to include contacts in this email that are private. Typically only admins will use this setting.
Section 2 - Time & Date To Send
In this section, specify when exactly you want the email to go out. The timezone that displays will show Eastern Standard Time. Please be aware of this if you are not in EST.
Keep in mind that emails must be scheduled at least 24 hours in advance.
Please Note: Our team regularly reviews the available windows for scheduling mass emails to help ensure deliverability and compliance. When sending bulk emails, it is critical to make sure you’re delivering a message that your contacts will find valuable. We suggest scheduling your mass emails well in advance of the time to be sent.
Section 3 - Email Contents
Here is where you will enter the content of the email itself. It's like many of the email interfaces you have seen in btPRO already.
Template: If you want to use one of your own templates you may select it from this list.
Email Subject: If you use a template a subject should be included! You can always update the subject line to whatever you please.
Message Body: You can write whatever you like for your email body. TIP: Use Merge Tags here to personalize it
Preview: This will show you how the message will appear if you are using any special formatting or markup.
Include Agent Signature: This will include your email signature as specified in your profile.
If you are an Admin you have the option to include the assigned agent signature. You can enable this by toggling the setting on.
Click on the blue 'Schedule' button at the bottom left, and your future email will appear in the list where you can edit it, delete it, and also see the estimated number of contacts that it should be sent to, provided the filtered list does not change.
Additionally, anytime a client replies to an email sent through the feature, the response will be noted in the contact’s timeline.
Scheduled mass emails are not considered Automatic Emails by the system. Due to this, they will send out when they are scheduled, rather than going by Office Hours.
Daily Send Limits
To ensure optimal email deliverability and compliance, we've implemented daily sending limits for scheduled mass emails.
Key Limit Details
30,000 contact limit per day: Each user, office, team, or company entity can send scheduled mass emails to a maximum of 30,000 contacts per day
The limit applies to the scheduled send date: The 30k limit is calculated based on the day the email is scheduled to be sent, not when it's created
Multiple emails allowed: You can schedule more than one mass email for a single day, but the total number of contacts across all scheduled emails must not exceed 30,000
What Happens When You Exceed the Limit
When Scheduling:
The system will prevent you from scheduling an email if your contact filter returns more than 30,000 contacts
At Send Time:
If the number of matching contacts exceeds 30,000 at the time of send, only the first 30,000 contacts will receive the email
Remaining contacts will automatically receive a special hashtag for easy identification
You can find this hashtag by opening the scheduled mass email details - it will appear in a yellow/orange alert at the top of the modal [Add Screenshot]
Use this hashtag to easily find these contacts on the Contacts page and retarget them with another scheduled mass email
Best Practices for Email Deliverability
While our system allows up to 30,000 emails per day, industry best practices recommend limiting email sends to 2,000 per day to maintain optimal deliverability rates. We've set a higher limit to accommodate special circumstances, but users should:
Self-govern their sending practices
Understand that burst messaging can negatively impact email deliverability
Consider spreading large email campaigns across multiple days
How to Tell if an Email Has Been Sent
From the 'Scheduled Mass Emails' section, all scheduled emails will be shown.
A green check means the email has been sent
A red 'x' means the email has not been sent
'Queued' means the email is in line to be sent
When a scheduled mass email passes the time it's scheduled to send, but hasn't been sent yet, there should be a status in the scheduled mass email grid that shows "queued" until it's sent.
Occasionally, you may see a delay in their delivery depending on the volume of your scheduled mass email and the capacity of the email servers at any given moment.
FAQs:
What is the new Scheduled Mass Email daily sending limit?
Each user, team, office, or company can send up to 30,000 Scheduled Mass Emails per day. This limit helps protect your domain reputation and ensures better deliverability for everyone in your brokerage.
What happens if I try to schedule an email to more than 30,000 recipients?
You’ll see an in-app error message letting you know your list exceeds the daily limit. You’ll need to reduce your recipient list or choose a smaller segment before scheduling.
Example message: “This selection of contacts would exceed the daily limit. You have 10,000 of 30,000 emails remaining for this day.”
What if I’ve scheduled multiple mass emails for the same day?
You can schedule multiple mass emails as long as the total combined number of recipients for that day does not exceed 30,000. For example, if you’ve already scheduled two 10,000-recipient emails, you’ll only be able to schedule another for up to 10,000 more recipients on that same day.
What happens if I gain new contacts after scheduling an email?
If new contacts are added to your database after an email is scheduled, the system will still process the send. Once 30,000 emails have been sent for that day, sending will stop automatically. Any remaining contacts who didn’t receive the message will be tagged with a unique hashtag so you can easily identify and resend to them on another day.
Can I see how close I am to reaching my limit?
Yes, you’ll receive an in-app error message indicating your available usage when your contact filter exceeds the limit for that scheduled day
When does the limit reset?
Limits reset each calendar day. If you schedule emails for multiple days, each day has its own 30,000-recipient allowance.
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If you have any questions or need assistance, please reach out to Customer Support via the blue chat bubble to the right or by emailing prosupport@insiderealestate.com!