Setup
You will also need the following permissions in your security group:
Can see all tasks.
Can send dispatches.
Click here to learn about permissions and security groups.
If you see this arrow, click to expand for more information!
If you see this arrow, click to expand for more information!
We will add optional information and images under these arrows.
Prerequisites for Successful Dispatches
Before attempting to dispatch:
Make sure you have added the correct email address against the Client or Property
Verify the Client has a Primary Email Address configured.
Check that any Property Contacts have been populated to receive Reports, Defect Quotes, Notifications and/or Invoices
How to send dispatches to your client
From a task you can send:
Reports (e.g. Service Reports)
Forms (e.g. Take 5s, Safety Assessments)
Defect Quotes
Invoices
Attachments
Client signature JPEGs
1. Open a task with the information you want to send.
1. Open a task with the information you want to send.
2. Go to the Process section and preview and create anything you wish to send to your client
2. Go to the Process section and preview and create anything you wish to send to your client
Reports
Defect Quotes
Invoices
Upload files under Documents
3. Click Dispatch to client
3. Click Dispatch to client
4. Select what you would like to send on the left-hand side
4. Select what you would like to send on the left-hand side
5. Edit the draft email on the right-hand side
5. Edit the draft email on the right-hand side
You can edit the recipients in To, CC and BCC. Make sure to hit enter to see the address saved, it should appear grey like in the screenshot below.
6. When you are happy with your email, click Dispatch to client. Leave Mark Task as Complete and Archive Task ticked if you are ready to close the task.
6. When you are happy with your email, click Dispatch to client. Leave Mark Task as Complete and Archive Task ticked if you are ready to close the task.
Helpful Tips:
Always ensure the client and property contact information is correct before attempting dispatch.
Keep email contacts up-to-date for smoother operations.
Video
How to send bulk emails from your task list.
You can send bulk emails notifying your customes of upcoming tasks and site visits.
1. From the Task List, select the specific tasks you wish to send emails for by clicking on the square to the left of the Ref.
1. From the Task List, select the specific tasks you wish to send emails for by clicking on the square to the left of the Ref.
2. Click Edit Tasks and select Prepare Bulk Email
2. Click Edit Tasks and select Prepare Bulk Email
3. Choose an email template from the drop down menu for either Send to Property Contacts or Send to Client Primary Contact. If you are unsure which email template to pick, select Default.
3. Choose an email template from the drop down menu for either Send to Property Contacts or Send to Client Primary Contact. If you are unsure which email template to pick, select Default.
For Send to Property Contacts, ensure the property contact has 'Notification' enabled to receive the email. Click here to learn more on how to edit.
For Send to Client Primary Contact, please note that any Client Primary Contact CC will also receive the email.
4. Click Send.
4. Click Send.
Finding Previously Emailed Tasks
1. Go to Main Menu > Tasks and add filters for Latest Bulk Email Sent Before and Latest Bulk Email Sent After to select the time period you want to search within.
1. Go to Main Menu > Tasks and add filters for Latest Bulk Email Sent Before and Latest Bulk Email Sent After to select the time period you want to search within.
FAQs - Sending bulk emails from task list
How are bulk emails grouped?
How are bulk emails grouped?
Emails are grouped based on whether you are sending them to Property Contacts of Client Primary Contacts.
Property Contacts: Each property contact gets a single email that includes all tasks for a specific property. If they manage multiple properties, they'll get a separate email for each one.
Client Primary Contacts: The primary contact and any CC'd recipients receive one consolidated email for all tasks across all their properties.
What does the Default email template look like?
What does the Default email template look like?
The default email template is used to notify clients about upcoming routine service site visits for their properties. To view it, go to your Control Panel > Email Templates > Task Routine Servicing Site Attendance Email
What if I don't want to use the default email template?
What if I don't want to use the default email template?
You can either edit the Default template or create a new email templates. To do this you will need to permission to access your Control Panel.
If you create a new template, you must set the category to 'task_bulk_email' for it to be an option when you send emails from the task list. This also applies if you want to create different templates for various task categories.
Can I see the bulk email after it has been sent?
Can I see the bulk email after it has been sent?
You can see all sent bulk emails in the Correspondence tab or the Timeline of the associated Client, Property or Task.
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