Emails

The Emails tab includes all the email templates that are automatically sent to customers throughout the different stages of a project. Be sure to tailor the text to fit your business.

Table of Contents

1. Edit Emails via Setup Wizard
2. Edit Emails via Company Profile
3. Types of Emails

Edit Emails via Setup Wizard

1. Click the Setup button at the top left of the screen to open the Setup Wizard. 
2. Select the Email step.
3. Click on the title of the email you would like to edit, to expand the text box.  
4. Start typing or copy and paste existing language into the open text box. Use the tools to add personalization or update formatting.
   • FX tags: Insert an FX Tag to pull in specific information unique to each job, such as customer name, address, salesperson, etc. Just click on the FX Tag button and select the type of information you want. 
5. Click the eyeball icon in the top left of the textbox to preview how your email will look in your customer's inbox.
6. All emails will be sent from the email addresses you have selected in your Company Profile Settings by default, but this can be changed for some emails (appointment and bid emails only). Under the text box, switch the Send from Project Salesperson toggle. When the toggle is on, emails will show as sent from the salesperson's email address. When the toggle is off, emails will show as sent from the From Email you selected in your Company Profile Settings.
7. Click Save.

Edit Emails via Company Profile

Edit the emails that are sent to your customers during their project's lifespan.

1. Primary Users can find the Company Profile by clicking on the user icon in the upper right corner of the screen and selecting Company Profile. (To find the user icon on a tablet or mobile device, select the 3-line hamburger menu on the top right of your screen.) 
2. Select Emails on the left side of the screen.
3. Select the Email Type from the drop-down list.
4. Start typing or copy and paste existing language into the open text box. Use the tools to add personalization or update formatting.
   
   • FX tags: Insert an FX Tag to pull in specific information unique to each job, such as customer name, address, salesperson, etc. Just click on the FX Tag button and select the type of information you want. 
5. Click the eyeball icon in the top left of the textbox to preview how your email will look in your customer's inbox. 
6. All emails will be sent from the email addresses you have selected in your Company Profile Settings by default, but this can be changed for some emails (appointment and bid emails only). Under the text box, switch the Send from Project Salesperson toggle. When the toggle is on, emails will show as sent from the salesperson's email address. When the toggle is off, emails will show as sent from the From Email you selected in your Company Profile Settings. 
7. Click Save.

Types of Emails 

Below are the descriptions for each type of email. Emails are automatically sent at certain phases of the project when the Notification boxes are checked within the action. 

• New Customer: Sent within a few minutes of a customer being added to the system when an appointment was not scheduled. If an appointment was scheduled, the system will send the appointment email instead. 
• Sales Appointment Scheduled: A confirmation-style email is sent within a few minutes of the sales appointment being added to the calendar. 
• Sales Appointment Reminder: Sent to customers 24 hours before the scheduled date and time of the sales appointment.
• Customer Bid: Sent when a bid is finalized and contains the bid. 
• Bid Accept: A confirmation-style email is sent when a customer accepts the bid. 
• Bid Reject: A confirmation-style email is sent when a customer rejects their bid.
• Installation/Job Appointment Scheduled: A confirmation-style email is sent within a few minutes of the installation appointment being added to the calendar. 
• Installation/Job Appointment Reminder: Sent to customers 24 hours before the scheduled date and time of the installation appointment.
• Warranty: Sent and includes the PFD warranty cover letter and any warranty certificates for the customer after a job is completed. 
• Invoice: Sent with the invoice PDF to a customer.