With our email automation feature, you can automatically send personalized email responses to your leads/applicants after they have clicked through your funnel.
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What can I do with E-Mail Automations?
Follow-up emails are a great way to send your leads a freebie, share further information or offers, inform them about the next steps or simply thank them for their interest/participation/application.
You can also create additional email automation flows depending on the status you assign to your lead/applicant.
An example:
You are a recruiting agency and place meta ads to generate applicants for your clients.
After your potential applicant has sent their application via your funnel, they automatically receive a confirmation email (quick contact shows professionalism and commitment).
Once you have reviewed their application and would like to invite them to an initial interview, simply change their applicant status (e.g. from “New” to “Interview”). This will automatically send an initial interview invitation email with a linked appointment funnel (no additional manual effort).
Your applicant has booked an appointment? Great! When they book, they will automatically receive a confirmation email with all the important information.
The interview didn't go as expected? No problem. Simply adjust the applicant status (e.g. from “Interview” to “Rejected”) and your applicant will receive a rejection by email.
The interview was great? Adjust the applicant status (e.g. from “Interview” to “Offer”) and automatically send an email with an offer and further steps (Get to know with team etc.).
Connect sender & a sender domain
When you send messages with Perspective, the sender is the “From” email address that is displayed to your recipient. Here you have 2 options:
1. you use our default sender address:
This is always “no-reply@yourname.workspaces.so ”
2. you link your own sender address:
To add your own e-mail address as a sender, you also need a sender domain.
To add a new sender go to your funnel & then proceed as follows:
1. go to the funnel settings (blue gear in the top left corner)
2. click on “Senders” on the left
3. click on “+ Add new sender”
4. enter a sender e-mail (the part after the @ is the sender domain) and a sender name
Sender domain ❗️
To be able to use a sender domain, you must have access to the DNS settings of this domain
It is best to use a subdomain of your root domain for this
-> if your root domain is e.g. “mycompany.co”, you can use e.g. “mail.mycompany.co” or “notifications.mycompany.co” as the sender domain
5. 5 individual DNS entries are now displayed (this is an example)
Now add those DNS entries to your domain provider (e.g. GoDaddy, Namecheap) to verify your domain as a sender domain.
6. Now wait a few minutes (at least 10 minutes) until you click on “Verify entries now”.
Note 💡
Domain verification usually only takes 10 minutes but can take up to 24 hours with some domain providers.
So don't be surprised if your domain is not yet shown as verified immediately after you have made the DNS entries.
If you are unsure how exactly to add the DNS entries with your domain provider, please contact the support of your domain provider.
Here you can find instructions on how to add DNS records for the most popular domain providers:
Once you have created a sender and sender domain, you can use it in all your funnels!
Create & go live with automated messages
To create a new email flow, proceed as follows.
1. Go to your funnel and navigate to the editor (pencil icon top right)
2. Then click on “Messages” at the top left
3. Here you can now create a new message:
Specify when the message should be sent
-> if you select the default status here (you can recognize it by the small “Default” badge), your message will be sent as soon as the lead is created in the CRM (i.e. as soon as they enter their email address)
-> if you select a different status (e.g. “Offer sent”), the message will be sent as soon as you change the status of the lead in the CRM to this particular status
Select the sender you have created (learn how to create a sender)
Set a subject
Create your message
💡 Copywriting is not your thing? Let AI help you. Enter the most important points/suggested text, click once and you're ready to publish! Find out more here.
4. Send a test message to yourself to check if everything looks the way you want it to: click on the small eye symbol in gray above
5. done! Now you're ready to go. Set your message live by clicking on “Set live” at the top left
Your news flow is now live! (You can also see this from the small green arrow at the top left)
If you want to take your message sequence offline/pause it, simply click on “Pause”
Track sent messages
To see whether your lead has received or opened your message, go to your funnel -> to your CRM area -> click on the lead in question and select “Messages” on the left:
Here you can now see which messages have been sent to this lead, whether this message has been opened or whether a link contained in it has been clicked.
To see more information regarding the exact timeline click on “Activity”. Here you can now see exactly when the email was sent, received & opened.
💡 Even though email tracking usually provides reliable data, there are situations in which it is not entirely accurate. Unfortunately, these are limitations that every email tracking software has (learn more here)
Where do the replies from my leads arrive?
The replies from the leads, i.e. the emails that they send in response to the emails you send, are always sent to the address that you have specified as the sender.
To receive the replies to the automated emails, you need to set up a mailbox for the sender email address. You can set up this mailbox with an email service such as Gmail, Apple Mail or directly via your own mail server that is linked to your domain. When your leads reply to your emails, you can receive and process their responses directly.
Further information on the following topics can be found in our Help Centre: