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. Please see our Email Content Examples Article for suggested verbiage. 

Table of Contents

1. Edit Emails via Setup Wizard
2. Edit Emails via Company Profile
3. System Email Types
   • New Customer
   • Sales Appointment Scheduled
   • Sales Appointment Reminder
   • Customer Bid
   • Bid Accept
   • Bid Reject
   • Installation/Job Appointment Scheduled
   • Installation/Job Appointment Reminder
   • Warranty
   • Invoice
4. Custom Email Types
   • Reminder / Bid Followup

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.
   • Tags: Insert a Tag to pull in specific information unique to each job, such as customer name, address, salesperson, etc. Just click on the 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 you want to edit by clicking on the row or picking edit from the 3 dot action menu. 
4. Update the subject line and use the Add Tag button to add your company name or property address to the subject line. 
5. Start typing or copy and paste existing language into the open text box. Use the tools to add personalization or update formatting.
   
   • Tags: Insert a Tag to pull in specific information unique to each job, such as customer name, address, salesperson, etc. Just click on the Tag button and select the type of information you want. 
6. Click the eyeball icon in the top left of the textbox to preview how your email will look in your customer's inbox. 
7. 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. 
8. Click Save.

System Email Types 

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.

Custom Email Types / Reminders

In addition to the default system emails, primary users can create templated follow-up emails to remind customers to review the bid and sign the contract. You set the timing, message, and frequency. 

Reminder emails are sent when a customer who has received a bid has not yet signed the contract via the software. Once a bid is accepted, the customer will no longer receive the reminder emails. 

Edit an Existing Custom Email

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 you want to edit by clicking on the row or picking edit from the 3 dot action menu.
4. Select the Email Type
5. Give the email an internal title or name that clearly explains what it is, as this will be referenced when you set up your reminder configuration. (ex. "Bid Follow-up #1", "Bid Follow-Up #2", "Last Follow-Up" etc) 
6. Add a subject line. 
   • Click the Add Tag button to add personalized information to the subject line. 
7. Start typing, editing or copy and paste existing language into the open text box. Use the tools to add personalization or update formatting.
   
   • Tags: Insert a Tag to pull in specific information unique to each job, such as customer name, address, salesperson, etc. Just click on the Tag button and select the type of information you want. 
8. Click the eyeball icon in the top left of the textbox to preview how your email will look in your customer's inbox. 
9. Under the text box, update 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. 
10. Click Save.

Create a New Email

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. Click the New Email button in the top right corner.
4. Select the Email Type
5. Give the email an internal title or name that clearly explains what it is, as this will be referenced when you set up your reminder configuration. 
6. Add a subject line. 
   • Click the Add Tag button to add personalized information to the subject line. 
7. Start typing or copy and paste existing language into the open text box. Use the tools to add personalization or update formatting.
   
   • Tags: Insert a Tag to pull in specific information unique to each job, such as customer name, address, salesperson, etc. Just click on the Tag button and select the type of information you want. 
8. Click the eyeball icon in the top left of the textbox to preview how your email will look in your customer's inbox. 
9. Under the text box, update 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. 
10. Click Save
11. Don't forget to configure the timing and order of the emails by following the instruction in the Configure Reminder Email Settings section of this article (below). 

Configure Reminder Email Settings

1. Select Company Settings on the left side of the Company Profile.
2. Select the Reminders tab. 
3. Pick the reminder email you want to configure from the dropdown menu.
4. Choose when you want the email to send by inputting the days since the bid was finalized. 
   • For example, if a bid is finalized on the 1st of the month and the settings show to send out the 1st reminder 1 day after the bid was finalized, it would send on the 2nd of the month. If the second email were configured to send 7 days after the bid was finalized, the system would send the second reminder on the 8th of the month.  
5. Add more emails by clicking Add Row.
6. Ensure Enable Workflow toggle is turned on to allow your Reminder campaign to run.
7. Turn off any individual emails by switching the Enable toggle off for that row.
   
   1. Emails are sent by the system
8. Click Save.

Learn more about email settings in our Settings Article or visit our Customer page for information about enrolling a customer; please visit the Create a Bid article and the View Bid Details section in the Manage a Bid article to learn how to unenroll a customer.