Sending emails, letters or text messages in bulk will help you reach more of your clients in even less time. This process can be done from both the Clients and Properties section of LockedOn and will use your pre built email, sms and letter templates so be sure to have created those first (see articles Building Basic Templates).
The process itself will be the same no matter what type of communication you are selecting.
In either the Clients or Properties section of your LockedOn, use the filter icons (agent, tags or common searches) to specify who you wish to contact.
Once you have the list, you can either send to everyone on the list or manually select just a few from the list.
To send to EVERYONE in that list, simply move to the next step. To select a few individual files, click the banner in the top left corner of each file you want to send to.
Click the grey Send button in the top right and select your preferred communication type ie send sms, email or letter.
This will open a side menu from the right where you can further filter your Recipients list if you need to.
Select an appropriate template from the Template dropdown box.
From here the process will differ slightly depending on your chosen communication method.
Letters
Once you have selected the letter template from the dropdown box, select who the letter is being sent from in the Sending As or Dynamic Send As box.
Click the green Merge Letter button at the bottom of the side menu.
You will now be redirected to the Reports section where a full list of merged letters can be found.
Click the Download Merged Letters Button to the right of the letter you just sent. This will open a word document with all of the letters merged and ready to print.
Emails
If you have selected a template that uses manually selected properties, you may see an orange Widgets Require Attention bar. The widgets requiring attention will be listed below so be sure to select the appropriate data for each one.
Click the Update Preview button to the right of the template dropdown box once you have done this.
If you wish to include more documents than those linked to the template, you may select the Add Attachments box and select one from your desktop.
Select who the email is being sent from in the Sending As or Dynamic Send As boxes.
Choose whether to Send Now or Send Later. If you select to send later, you will be prompted to specify exactly when you would like this email sent.
Click the green Send Email button at the bottom of the side menu.
Sms
If you have selected a template that uses manually selected properties, you may see Required Context. Make sure you select the appropriate data for each one.
Click the Update Preview button to the right of the template dropdown box once you have done this.
Select who the sms is being sent from in the Sending As or Dynamic Send As boxes.
Choose whether to Send Now or Send Later. If you select to send later, you will be prompted to specify exactly when you would like this sms sent.
Click the green Send SMS button at the bottom of the side menu.
The same bulk sending process can be done directly from the activity tab or the buyer match tab of a property file.
Please note: Dynamic Send means you are selecting the sender based on a role rather than a specific person ie whoever is the assigned agent, listing agent etc
How to Cancel Bulk Email/SMS
If for any reason, a bulk email (scheduled or current) needs to be cancelled before or during its send;
Go to the reports section of LockedOn
Move to the appropriate tab ie email or sms
find the name of the template
To the right of the details button is a downward facing arrow. Click this.
Select Cancel
Please note: cancelling will not retrieve correspondence that has already been sent.