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 kvCORE 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.
Lead Sharing Restrictions
It's important to note that only the assigned owner of a particular contact may schedule a mass email including that contact.
For example, let's say that Contact 1 is owned by the company but is assigned to Agent Jane. Agent Jane has shared this contact with Agent Mitch.
In this scenario, only Agent Jane may schedule a mass email for their contact. If Agent Mitch or the Company Admin attempts to schedule a mass email that includes this contact (either via Hashtag or Saved Filter or Contact Status), the estimated contacts will not include Contact 1.
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.
Important Tips
Mass emails send in batches to avoid messages being flagged as spam. This means that although you schedule a time, all emails will not be sent right at that minute. Please allow up to 24 hours (for a large number of contacts) for your mass emails to send. If after 24 hours the email has not been sent to all contacts reach out to Support.
If you have any trouble or need assistance, please reach out to Support via the blue chat bubble to the right or by emailing kvcore@insiderealestate.com!