6.3 Creating & Sending Emails (Templates, Campaigns, Bulk, Workflows)

Close Master provides several ways to create and send emails, catering to different needs from individual messages to automated sequences and bulk broadcasts.

  • Email Templates (Marketing → Emails → Templates):
    • Purpose: Create reusable email designs and layouts to ensure brand consistency, save time, and streamline the creation of campaigns and workflow emails. Essential for professional communication.
    • Creating a New Template:
      1. Navigate to Marketing → Emails → Templates.
      2. Click + New or Create Template.
      3. Choose Template Type:
        • Marketing Library / Choose from templates: Browse pre-designed visual templates (may include real estate examples). Remember to customize thoroughly!
        • Blank Template: Start from scratch using the visual Design Editor (most common).
        • HTML Code Editor: For users comfortable coding HTML emails directly.
        • Plain Text Editor: For simple, text-only emails.
        • Import Template: Upload an existing email HTML file.
    • Using the Visual Design Editor:
      • Structure First: Drag Layout blocks (e.g., 1 column, 2 columns) onto the canvas to define the structure.
      • Add Content Elements: Drag Elements from the panel (like Text, Image, Button, Divider, Social (links), Footer, Video, Product List (if selling courses/services)) into your layout blocks.
      • Edit Content: Click directly on Text elements to type or paste content using the inline editor. For other elements, click them and use the Settings Panel (usually on the right) to configure content (e.g., upload Image, set Button link and text).
      • Use Personalization: Insert Custom Values and contact fields using the merge tag picker ({ } icon) or by typing {{contact.first_name}}, {{contact.custom.property_address}}, {{custom_values.agent_signature}}, etc.
      • Style Elements: Use the Appearance or Design/Style tabs in the Settings Panel for the selected element, row, or section to adjust fonts, colors, padding, margins, backgrounds, borders, etc.
      • CRUCIAL Footer: Always include a compliant footer in marketing emails. Drag the Footer element or manually add text containing:
        • Your Agency's Physical Address (use {{location.full_address}} custom value if set up).
        • An Unsubscribe Link (use the {{unsubscribe_link}} merge tag, or configure via element settings).
      • Template Settings: Access overall template settings (often via a gear icon or top menu) to set a default Subject line and Preview Text (the snippet shown in inbox previews) for this template.
      • Save: Click Save Template frequently. Give it a clear, descriptive name (e.g., "Newsletter - Monthly Market Update Template", "New Listing Alert Template", "Workflow - Showing Reminder Template"). Organize templates into Folders for better management.
  • Email Campaigns (Marketing → Emails → Campaigns):
    • Purpose: Send one-off email broadcasts to specific segments of your list (e.g., a monthly newsletter, an announcement about a new major listing, an open house invitation) or set up automated campaigns triggered by an RSS Feed (like your blog).
    • Creating a Broadcast Campaign:
      1. Click Create Campaign.
      2. Select Template or Start Blank: Choose a previously saved Email Template or start with a blank canvas using the Design Editor.
      3. Finalize Content: Edit the content as needed for this specific broadcast. Ensure all links, images, and text are correct.
      4. Proceed to Send/Schedule: Click the Send or Schedule button (or similar).
      5. Define Recipients (CRUCIAL Targeting): Choose who receives this email.
        • Select Contacts based on Smart Lists (Recommended): This is the best way to target specific segments (e.g., select the Smart List named "Buyers - Condo Interest" or "Past Clients - Sphere").
        • Select Contacts based on Tags: Choose specific tags.
        • Select All Contacts (Use cautiously for broadcasts!).
        • Optionally Exclude specific Smart Lists or Tags (e.g., send to all buyers except those tagged Agent).
      6. Configure Sender Information: Set the From Name and From Email address to be used for this specific campaign. Confirm the Subject line and Preview Text.
      7. Choose Sending Options:
        • Send Now: Sends immediately (use caution with large lists).
        • Schedule: Select a specific future date and time for the send.
        • Batch Schedule / Drip Mode (Recommended for large lists / warm-up): Sends in batches over time. Configure Batch Size, Interval, Start Time.
      8. (Optional) A/B Test: Some plans allow A/B testing. Test variations of your Subject line or Email Content on a small portion of your list. The system automatically sends the winning version (based on open or click rate after a set time) to the remainder of the list.
      9. Review and Launch: Carefully review all settings (recipients, content, subject, sender, timing), then confirm to send or schedule the campaign.
    • Creating an RSS Campaign (e.g., Blog Updates):
      1. Create an Email Template specifically designed for RSS feeds, using the RSS Header and RSS Items elements in the builder to dynamically pull content from a feed.
      2. Click Create Campaign → Select your RSS Template.
      3. Choose RSS Schedule type.
      4. Enter the Feed URL of your Close Master Blog (find in Sites > Blogs > Settings) or external blog.
      5. Set the Schedule (e.g., Daily, Weekly on Monday, Monthly on the 1st) and time for checking the feed and sending updates if new content is found.
      6. Define Max Items per send. Choose Recipients.
      7. Schedule the RSS Campaign. It will now run automatically based on your settings.
  • Bulk Email (Sent from Contacts Section):
    • Purpose: Send simpler, often text-focused emails quickly to a selected group of contacts directly from the Contacts list view. Good for quick announcements or follow-ups to filtered segments.
    • Steps:
      1. Go to Contacts.
      2. Filter/Select Contacts: Use More Filters or a Smart List tab. Select the desired contacts using checkboxes (use "Select all records" link for the entire filtered set).
      3. Click the @ Send Email icon in the Action Bar that appears.
      4. Configure Popup: Set From Name, From Email, and Subject. Compose your message directly in the simple editor OR select a pre-made Email Template from the dropdown (recommended for formatting/consistency).
      5. Choose Sending Options: Send Now, Schedule, or Drip Mode.
      6. Name the Bulk Action clearly for tracking.
      7. Click Send Email or Schedule Email.
  • Workflow Email Action (Automations → Workflows):
    • Purpose: Send fully automated emails as part of a multi-step sequence triggered by specific events (e.g., sending a welcome email after a form submission, sending appointment reminders, sending nurture emails over time). This is the core of email automation.
    • Steps within the Workflow Builder:
      1. Add the Send Email action to your workflow canvas by clicking the + icon.
      2. Configure the action settings: Set the From Name, From Email, and Subject line.
      3. Compose Body: Either type/paste your email content directly in the editor OR, preferably, select a pre-built Email Template from the dropdown.
      4. Use Custom Values and Contact Fields Extensively: Personalize the email using merge tags like {{contact.first_name}}, {{contact.custom.property_address}}, {{trigger.listing_address}} (if triggered by listing event), {{appointment.start_time_formatted}} (if triggered by appointment), {{contact.owner.name}} (assigned agent's name), {{custom_values.brokerage_phone}}. Personalization significantly improves engagement.
      5. Use Send Test Email: Always send a test version to your own email address(es) to check formatting, links, and personalization before activating the workflow.
      6. Save the Action within the workflow.

Testing Emails (ESSENTIAL Before Any Major Send):

  • Use Send Test Email: Always utilize the test send feature available in the Template builder, Campaign setup, and Workflow email action configuration.
  • Send to Multiple Addresses: Send tests to your own email addresses on different providers (e.g., Gmail, Outlook, Yahoo) and also view on your mobile phone.
  • Check Thoroughly:
    • Inbox vs. Spam: Did it land in the inbox or the spam folder? (Indicates deliverability issues).
    • Rendering: Does the email look correct visually on both desktop and mobile? Are images loading? Is the layout okay?
    • Links: Click EVERY single link in the test email to ensure they go to the correct destination URL. Broken links kill conversions.
    • Personalization: Do merge tags ({{contact.first_name}}, etc.) pull in the correct sample data?
    • Subject & Preview Text: Do they appear correctly in the inbox preview? Are they compelling?
    • From Name/Address: Is the sender information correct and recognizable?
    • Unsubscribe Link: Is it present and working?

Never skip testing, especially before sending to a large list or activating a critical automated workflow.