Revision as of 15:46, 21 October 2011

Sending Emails to a Client

One Off Mail

• Begin by locating the client that you want to send the email to either by searching or locating their name in the clients list and then follow the link through to the client summary page
• Next, in the Send Email panel, select the New Message option and click Send
• This will take you to the email composition window where you can enter your message before clicking Send Message

Save as a Template

• When composing your message, if you think you may want to use it again in the future, you can save it.
• To do this, tick the Save Message checkbox under the Subject field and enter a name to add it to the Email Templates.

Automatic Mail

In version 5 emails can be sent automatically to your clients when certain events and/or criteria are met using the Email Marketer tool. For example sending a follow up email if a product is still in pending status x days after ordering, or upselling to clients with certain products/services/addons. Ie. "You've got product x you might be interested in product y".

More information can be found on the Email Marketer page.

Predefined Templates

• Predefined templates can be sent on demand for clients, products & domains. Other email types are only sent when specific events occur.

Client Related

• The steps are the same as the with the One Off Mail above but instead of choosing New Message in the dropdown, you need to choose the template name to send.

Product & Domain Related

• From the Client Summary page, click the edit icon next to the service or domain you want to send the email related to
• Now scroll to the bottom of the product or domain details page that gets displayed
• There you'll see a Send Message dropdown where you can choose the template name and click Send

Customise the Template before Sending

• There might be some occassions where you want to send a predefined template but make some modifications first.
• To do this, follow the steps as above but instead of choosing the template name choose New Message.
• Then on the message composition screen which you are taken to for the new message, scroll to the bottom where you'll see a Load Message dropdown box.
• From there you can choose the predefined template and load it into the message box ready for you to customise before sending.

Resending Emails to Clients

• Begin by locating the email you want to resend. You can do this from the Email tab inside a clients profile or the master email log accessed in Utilities > Email Log.
• Next, click the Resend icon on the message's row that you want to resend
• The email will now be loaded into the message editor where you can edit the content and add any additional recipients
• Once you are ready, click the Send Message button to resend.

Mass Mailing

Mass Mail allows you to send an email to a group of clients.

• Begin by going to Clients > Mass Mail
• You can then choose the criteria you want to filter on in order to select who the email will be sent to
• By default the email type is General and so you can only filter on the client status criteria
• If you want to filter on product related criteria you must ensure you set the Email Type to be Product/Service related
• Likewise if you want to filter on domain related criteria you must set the Email Type to be Domain related

Please Note: When composing the email you will see the full list of clients matching your selected criteria in the To field. This is so you can review who will be receiving it but each email is sent individually and so the receiver will not see any other client's addresses in the To field of the copy they receive.

Batch Processing

When sending to a large number of recipients, WHMCS will automatically break the sending into batches of 25 emails every 30 seconds. However as of Version 4.5, you can customise this and change both the number and frequency with which they send when composing your email message.

Mailing Lists

It is possible to create a mailing list using custom client fields. Navigate to Setup > Custom Client Field and create one called Mailing List (just as an example). The field type Dropdown or TickBox can be used. If choosing Dropdown be sure to enter the Select Options "Yes,No".

Now on the mass mailing page this will appear as a client filter option, so you may send emails only to clients who have chosen to receive these mailings.