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How to Mass Email Clients

Overview

Sending an email to one or more clients is important in today's business.  This article will help you determine different ways in which you can send mass emails using StudioCloud.  

Requirements

Please note that before you can send emails from StudioCloud you will need to setup emailing from StudioCloud.  Please see How to Setup Your Email Address in StudioCloud for additional details.

Limitations

StudioCloud sends out emails through your email provider. Many email providers limit the number of emails that can be sent out per day and the number of clients that can be included on an email. Check with your email provider before sending out a mass email.

Table of Contents

This tutorial includes the following methods to email clients:

How to Mass Email Clients from the Clients Component

  1. Click the Clients component
  2. Click the All, Clients, Prospective Clients, or Leads menu option
  3. Click the Group Operations menu
    1. Click the Select All menu item
  4. Click the Group Operations menu again
    1. Click the Communication Options menu
      1. Click the Email Selected Clients menu item

Sending Personalized Mass Emails to Clients

How to Mass Email Clients Personalized Emails from the Clients Component

  1. Click on the Clients component
  2. Click the Clients tab
  3. Click the All Clients, Only Clients, Only Prospective Clients, or Only Leads button
  4. Select clients, prospective clients, or leads you want to email either by selecting individual checkboxes or using the steps below to select all
    1. Click the Group Operations menu
    2. Click the  Select All menu item
  5. Click the Group Operations menu item
  6. Click the Communication Options menu
  7. Click the Email Selected Clients Personalized Email menu option
  8. The Send Personalized Email window will open.  See How to use the Send Personalized Email Window for additional information on how to use this window.

How to Mass Email Clients Personalized Emails from the Calendar Component

  1. Click on the Calendar component
  2. Click the Calendar tab
  3. Click the Agenda button
  4. Select one or more events that you want to send the email to
  5. Click the Group Operations menu
  6. Click the Communication Options menu item
  7. Click the Email Selected Clients Personalized Email menu item
  8. The Send Personalized Email window will open.  See How to use the Send Personalized Email Window for additional information on how to use this window.

How to Mass Email Clients Personalized Emails from the Point of Sale Component

  1. Click on the Point of Sale component
  2. Click the Point of Sale tab
  3. Click the Invoices/Estimates/Quotes button
  4. Select one or more invoices, estimates, or quotes that you want to send the email to
  5. Click the Group Operations menu
  6. Click the Communication Options menu item
  7. Click the Email Selected Clients Personalized Email menu item
  8. The Send Personalized Email window will open.  See How to use the Send Personalized Email Window for additional information on how to use this window.

How to use the Send Personalized Email Window

Once you have selected the clients that you want to email and have used the option to Email Selected Clients Personalized Email you will see the Send Personalized Email window.  The information below is meant to help you understand and use this window.

General Information

  • This window will show one line for each email address that was selected.  If a client, prospective client, or lead doesn't have an email address then they will not be included in this list.
    • If you are sending the email blast from a list of events then you will see one line in the table for each client in an event.  So if you choose three events and each event has three clients then you will see nine lines listed there.
  • The Send Personalized Email window there is a Valid column.  Once a template has been selected if it requires an event, invoice, project, or task then it will show the template as being invalid.
  • The Send Personalized Email window there is a Status column.  Once you try to send the email this will update as the emails are being sent.  If you move the mouse over that column it will show specific email details about why an email failed.
  • The Send Personalized Email window shows a Preview button for each row.  If you click the Preview button it will show you a preview of the email being sent to this client with the template fields being replace with real data.

How to use the Send Personalized Email Window

  1. Select the Send From email account that you want to send the email from
  2. Click the Select Email Template button to view a list of available email templates
  3. Find the email template you want to use and click the Select button
  4. You can check the emails that will be sent out using the Preview button
  5. Click the Send Emails button

How to Resend Failed Emails

  1. If one or more emails failed then please check the error message by moving your mouse cursor over the Status column.  If it appears that the email just needs to be resent then continue with the steps below.
  2. Click the Group Operations menu
  3. Click the Select Successful menu item
  4. Click the Group Operations menu
  5. Click the Delete Selected Items menu item
    1. This will remove all of the emails that were successfully sent
  6. Click the Send Emails button to retry sending the emails

How to Mass Email Clients Using CloudAlerts

Please see How to Send CloudAlert Emails for additional details

How to Mass Email Clients Using Tags

  1. Click the Clients component
  2. Click the Settings tab
  3. Click the Manage Tags button
  4. Find the desired tag and then click on the View Clients button
  5. Click the Group Operations menu
    1. Click the Select All menu item
  6. Click the Group Operations menu again
    1. Click the Email Selected Clients menu item

How to Mass Email Clients Using Marketing Campaigns

Please see How to Create a Marketing Campaign for additional details on creating a marketing campaign.  Then follow the steps below to send an email to all clients in a marketing campaign.

  1. Click the Clients component
  2. Click the Settings tab
  3. Click the Manage Marketing Campaigns button
  4. Find and edit the marketing campaign that you want to use
  5. Click the More Actions menu
    1. Click the Email Blast Clients In Campaign menu item

How to Export Information from StudioCloud to MailChimp

StudioCloud currently includes the ability to export information to a MailChimp list.  This allows you to export the information from StudioCloud so that you can send marketing emails to your customers.

Before you can export your information to MailChimp you will first need to create a marketing campaign and add clients to that campaign.  Additional information on marketing campaigns can be found here: How to Create a Marketing Campaign  Once you have created a marketing campaign you can follow the steps below to export the information to MailChimp.

  1. Click on the Clients component
  2. Click on the Settings tab
  3. Click the Manage Marketing Campaigns button
  4. Find and edit the marketing campaign you want to export to MailChimp
  5. Click the Export menu
  6. Click the Export to MailChimp List menu item
    1. If you have not previously entered your MailChimp information then you will be prompted to do so at this point.  Enter your API Key, Username, and Password and click the OK button
  7. Next you will be shown your MailChimp lists.  Find the list that you want to add the clients to and then click Select List button

How to Export Information from StudioCloud to MadMimi

StudioCloud currently includes the ability to export information to a MadMimi list.  This allows you to export the information from StudioCloud so that you can send marketing emails to your customers.

Before you can export your information to MailChimp you will first need to create a marketing campaign and add clients to that campaign.  Additional information on marketing campaigns can be found here: How to Create a Marketing Campaign  Once you have created a marketing campaign you can follow the steps below to export the information to MailChimp.

  1. Click on the Clients component
  2. Click on the Settings tab
  3. Click the Manage Marketing Campaigns button
  4. Find and edit the marketing campaign you want to export to MailChimp
  5. Click the Export menu
  6. Click the Export to Mad Mimi List menu item
    1. If you have not previously entered your Mad Mimi information then you will be prompted to do so at this point.  Enter your API Key, Username, and Password and click the OK button
  7. Next you will be shown your Mad Mimi lists.  Find the list that you want to add the clients to and then click Select List button

How to Export StudioCloud Information to Use in Other Mass Emailing Services

How to Export Your Client  or Prospective Client List to CSV

Please see the following support article: How to Export Your Clients or Prospective Clients to CSV or PDF

How to Export StudioCloud Information using Marketing Campaigns

Before you can export your information to third party services you will first need to create a marketing campaign and add clients to that campaign.  Additional information on marketing campaigns can be found here: How to Create a Marketing Campaign  Once you have created a marketing campaign you can follow the steps below to export the information to MailChimp.

  1. Click the Clients component
  2. Click the Settings tab
  3. Click the Manage Marketing Campaigns button
  4. Find and edit the marketing campaign that you want to use
  5. Click the Export menu
    1. Click the Export To CSV menu item

How to Export Clients Using Tag

  1. Click the Clients component
  2. Click the Settings tab
  3. Click the Manage Tags button
  4. Find the desired tag and then click on the View Clients button
  5. Click the Group Operations menu
    1. Click the Select All menu item
  6. Click the Group Operations menu again
    1. Click the Export Selected Client To CSV menu item