Bulk Messages

Bulk email and SMS messages can be sent to customers for reminders follow ups.

Note
For sending high volume emails, for example monthly newsletters to all customers, we recommend using email marketing campaign products such as Campaign Monitor.  A CSV file can be exported via Setup > Customers (Options button) and imported into Campaign Monitor for this purpose.

Mass SMS can also be bradcast directly from your SMS Express portal.

How to send bulk messages

  1. From the main menu strip at the top, go to CRM > Bulk Messages.
  2. Leave the Group By as the default Invoice option.
  3. Select a record type e.g. Quote, Booking, Invoice (Default is All Sales). 
  4. Select a Date Filter to base the date range on (Default is Date From).
  5. Select a data range using the Date From and Date To filters.
  6. Choose to send via Email or SMS.
    Note: When sending via Email, records that do not have an Email address to send to will not be displayed. In the case of SMS, records that do not have a Mobile number will not be displayed.
  7. Select recipients.
    Note: A message is sent for each record.  So if a customer has 4 bookings for example they will receive 4 separate messages.
    Recipient lists are displayed in pages of 100 records, so you can only send messages in batches of 100 records max at a time.
  8. Select a template to use, or manually type a message.  Placeholders can still be used for manually entered messages.
  9. Click the SMS or Email button to send the messages.  You will be prompted for confirmation.
    Do not close the browser or leave the page until all messages are sent.

How to email 'Currently On Hire by Item (Location)' reports in bulk

  1. From the main menu strip at the top, go to CRM > Bulk Messages.
  2. Select the 'Group By' dropdown as Customer.  This ensures only one record is listed for each customer that has items 'On Hire', rather than listing every single Invoice that is currently 'On Hire'. 
  3. Select the 'Record Type' dropdown as 'On Hire'.
  4. Select recipients.  You can tick the checkbox in the first header row to select all visible records listed.
    Recipient lists are displayed in pages of 100 records, so you can only send messages in batches of 100 records max at a time.
  5. Select a template to use, or manually type a message.  Placeholders can still be used for manually entered messages.  Ideally you should set up a template via Setup > Preferences > Email Templates > Other Email Templates.
  6. Check the Include PDF Attachment checkbox.
  7. Click the Email button to send the messages.  You will be prompted for confirmation.
    Do not close the browser or leave the page until all messages are sent.

How to email or sms bulk messages to drivers for deliveries and pickups

  1. From the main menu strip at the top, go to CRM > Bulk Messages.
  2. Select the Group By dropdown as Driver.
  3. Select a driver to filter by if required.
    Note: Drivers are set up via Setup > Suppliers. In the Other tab, check the box Is Driver or Transport Company, and save the supplier record.Only Suppliers with this setting checked are listed in the Drivers dropdown list.
  4. Leave the Date Filter as the default Date From (for Deliveries) or change to Date To (for Pickups).
  5. Select a data range using the Date From and Date To filters.
    Note: Only Bookings/Invoices where the Delivery/Pickup Required options have been set will be listed.
  6. Choose to send via Email or SMS.
    Note: When sending via Email, records that do not have an Email address to send to will not be displayed. In the case of SMS, records that do not have a Mobile number will not be displayed.
  7. Proceed to send the messages as per the How to send bulk messages section at the beginning of this article.


Did this help?


Powered by HelpDocs (opens in a new tab)