Bulk Email

Overview

To email several people at once, tick them on the Property Owners, Tenancies or Suppliers list and choose Email Owners, Email Tenants or Email Suppliers from the Actions button. You can personalise each copy with merge fields, keep recipients private from each other, and save the message as a template to reuse. Requires a synced email account (see Email Accounts).

Before you start: connect an email account

Connect an inbox

Open the Emails menu → Manage Accounts → Add account and sign in with the inbox you want to send from. See Email Accounts for the full walkthrough.

That's it

Once an account is connected, the bulk email actions below appear automatically. Nothing else to set up. With no account connected, you won't see Email Owners, Email Tenants or Email Suppliers in the Actions menu at all.

Send a bulk email from a list

Open the list and tick who you want

Open Property Owners, Tenancies or Suppliers from the left menu, then tick the rows you want (tick the header checkbox to select everyone currently loaded).

Open Actions and choose Email

Above the table, click the Actions button next to Templates, Columns and Export, and choose Email Owners, Email Tenants or Email Suppliers. This is a different Actions button to the one beside the page title at the top, which only has page-level options like adding a new record.

Write and send

The compose window opens with every selected person's primary and secondary email already added. Write your subject and message (see the next sections for merge fields, privacy and templates) and click Send.

Note: The button is greyed out if none of the people you ticked have an email address on file. On the Property Owners list, Email Owners only shows on the Active tab.

Personalise each email with merge fields

Insert a merge field

In the message body, type @ to open the list of available fields. In the subject line, use the { } Insert merge field button. Each field drops in as a token that Keyhook replaces with that recipient's own details when it sends.

What's available

Name and Current Date are always available. Beyond that, tenants have Contact Information (full name, preferred name, email, phone), Banking, Tenancy details and Tenancy Balances (for example rent owing). Property owners have Contact Information, Banking and Financials (for example their Keyhook balance). Suppliers have Contact Information (contact name, company name, address, email). The @ menu groups and colour-codes these as you type.

Note: This works in the body of any compose window, bulk or one-to-one, not only in saved templates. What shows up in the @ menu depends on your recipients: tick a list of owners, tenants or suppliers and you get that type's full set of fields, but if any recipient is a manually typed address, or you've mixed types together, you'll only see the generic Name and Current Date fields. Merge fields also only resolve when Send individually is ticked, since each recipient needs their own personalised copy. If a field doesn't apply to a recipient (for example a tenant-only field used while emailing suppliers), Keyhook warns you, and that token sends as plain text rather than leaving a gap.

Keep recipients private from each other

Leave Send individually ticked

The Send individually checkbox at the bottom of the compose window is ticked by default. With it on, Keyhook sends a separate copy to each recipient, so nobody can see who else received it. Untick it and Keyhook warns you first: "Recipients will be able to see each other in the email." Only turn this off if you genuinely want one shared conversation, for example a small group you're coordinating together. For a standard notice or update, leave it ticked.

Save and reuse a template

Save what you've written

In the compose window, click Templates → Save as Template, give it a name, and it's saved for next time, merge fields and all.

Reuse it anywhere

Click Templates in any compose window to apply a saved one. The same templates can also be managed from Emails → Templates → Your Custom Templates, so you only have to build a message once.

Add attachments and check delivery

Attach files

Click Attach in the compose window to add one or more files. Use Preview to see the email as it will look before you send it.

Track the send

After you click Send, there's a short countdown before it actually goes, giving you a moment to cancel. Once it's sending, a status indicator in the bottom-right corner tracks progress. Click it to see each recipient's delivery status.

Bulk Email

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