Messages/Emails

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.

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.

Email Templates

All of the emails that WHMCS sends out to clients can be customised in Setup > Email Templates

Creating Custom Templates

You can create your own email templates to serve as custom welcome emails for products or messages you send manually but frequently
To do that go to Setup > Email Templates and scroll to the bottom of the page where you will see a Create New Email Template area
You can only create email templates for the types you can manually send: General, Product & Domain
You should use a unique name for the template so you can identify it in the send message dropdowns. Only admin users will see the name you give it.

Disabling Templates

There may be circumstances where you want to disable certain emails from sending.
For example you might not want emails to go out when invoices get created, or when a product is suspended.
You can do that by following these steps:

Go to Setup > Email Templates
Edit the email template you wish to disable
Check the Disable tickbox in the fields at the top of the page
Save your changes to the email

That email will now not send until re-enabled.

Translating Email Templates

The default version under Setup > Email Templates > Edit corresponds to the language you have selected in Setup > General Settings > Localisation tab. You can translate the email templates and WHMCS will send emails in that language if the client chooses it during the order process:

Go to Setup > Email Templates
At the bottom of the page select the language you wish to add from the Add dropdown menu
Edit each email template and a second text area will appear
Translate the email template into the selected language

That's all there is to it. Clients who choose that language will now receive the translated emails.