Email marketing is an important tool to grow agent relationships and your business. While there are a few rules you have to follow, authentic and relevant communication keeps you top of mind for agents in your area and builds your brand.
Ready to get started? Do this first ✅
Select the "Point of Contact" for your emails. This is the person who will show on the email signature and who will receive replies and failed email notices!
Select a header for your emails. This will show at the top of an email and is a great place to display your logo!
Review the footer to ensure the contact information is correct. Your physical address and contact information must be included to comply with US law. You can update your contact information on the Company Profile page.
How to send an email 📧
There are two ways to start a new email message: from the Mass Email home page or the contacts pages. All email drafts and sent emails are stored together regardless of where they started.👍
Option 1: Go to the Mass Emails page and hit "New Message"
Option 2: Go to the Agents Contact or Clients Contact page, select your recipients, then click "Send Email (Beta)" to start a new message.
Drafting your email ✏️
When drafting an email you can always save it for later editing, or send yourself a preview email to ensure it looks good!
Add a subject line. Make sure your subject line is relevant to comply with US Law.
📎Tip: Add emojis or these text placeholders {{FIRST_NAME}} & {{LAST_NAME}}
Draft the body of your email. You can easily edit text size and colors and add media or hyperlinks. Need inspiration? Look at these examples.
📎Tip: Add these placeholders {{FIRST_NAME}} & {{LAST_NAME}} or a GIFAdd recipients. You can select an audience of either Agents or Clients.
⚠️ Skip these steps if you started your message from the Agents Contact or Clients Contact pages!📎Tip: Need to send this email to both agents and clients? You can create a copy of this email and send it to a different group! Instructions below.
Select Agents or Clients
Click Add recipients to open the menu
Select Recipients with the checkboxes or refine your audience with the search function and select only the matching contacts! Once a single contact is selected you will see the option to "Add Recipients" on the tool strip.
Click "Add Recipients".
📎Tip: You can open the menu this menu again to add more recipients.
[Optional] Preview your email. Want to see your message on a mobile screen or in your inbox? Hit Preview Email a sample will be sent to the email address of your Spectora account. If you are using placeholders the first contact on your recipient list will be used for the displayed name.
⚠️ All Mass Emails originate from hello@spectoramail.com but the sender name will display as your chosen point of contact. Replies will be sent to the point of contact.⚠️
[Optional] Review your recipients. You can remove recipients, or add more with the Add Recipients button!
Hit send! You will be asked to confirm that the subject line and content of your email meet the guidelines of the US CAN-SPAM Act of 2003. If you used a placeholder in your email you will see an additional warning reminding you to ensure all fields are complete.
Sent and Draft Emails 📬
You can find all drafts and sent emails sorted by audience type here. You can select which email list to see using the links on the left-hand side.
From the email lists you can take the following actions: View, Copy, or Delete
View 👀
✏️ Draft emails: Clicking "view" will open the draft message where you can make further edits or send it!
📩 Sent emails: Clicking "view" will open an overview page showing the email message, the overall send statistics, an updated recipient table showing individual status, and a view link to each email copy.
A few minutes after you hit "send" our email servers provide a status report of recipient interactions and success rates. Here are the 8 main statuses you will see and what they mean:
Status | Meaning |
Processed | The email has been received by the service but has not yet been sent or dropped. ⏳ |
Delivered | Delivered to the recipient successfully. 👍 |
Opened | Opened by the recipient. 🎉 |
Clicked | The recipient clicked a hyperlink* within the email body. 🤩 To create a hyperlink click the following icon while drafting your email.  *Text links will not register clicks. |
Bounce | The recipient's email address is invalid. ✏️ |
Dropped | The recipient has unsubscribed from mass emails.✖️This does not impact their ability to receive standard inspection emails! |
Spam | The recipient marked this message as spam. 🥫 |
Error | An error message was returned from the email service. This usually occurs if a contact has no email address or the server is entirely down. 😓 |
You might also see the following status in the recipient table:
Status | Meaning |
Started | The email list is being delivered to the sending service. 🏁 This is the status before "Processed." |
Copy 🔁
Clicking "Copy" will duplicate the subject and body of that email into a new draft. Until edits are made the new subject line will include "COPY #" to identify this new draft.
⚠️ The recipient list will not be carried over.⚠️
This is to ensure your new send will be inclusive of all contacts that currently match your audience criteria. For example, you might have added three new agents since the original email was sent.
The system will warn you if you try to send the email without making edits to the subject line or body!
Delete 🚮
Clicking "Delete" will delete the email from your records. You can not undo this action.
For sent emails, you will still receive responses and recipients will still be able to unsubscribe from Mass Emails.
Please let us know if you have any questions!
