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).

To email all the tenants on one property, click Properties → open the property → click Email Tenants beside the Tenants section.

To copy someone in on any email, untick Send individually at the bottom of the compose window, then click Cc or Bcc beside the To field.

To show a photo in the message, paste or drag it into the body. To send files, click Attach.

Before you start: connect an email account
1
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.
2
That's it
Once an account is connected, the 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, or Email Tenants in a property's Tenants section, at all.
Send a bulk email from a list
1
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).
2
Open Actions and choose Email
Click the Actions button in the row just above the table, beside Templates, Columns and Export, and choose Email Owners, Email Tenants or Email Suppliers. This isn't the blue Actions button at the top right of the page, which only has page-level options like New Task.
3
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.

Email all the tenants on one property
1
Open the property
From the left menu, click Properties and open the property. If it has more than one tenancy, choose the one you want in the Choose a Tenancy section.
2
Click Email Tenants
Scroll down to the Tenants section and click Email Tenants on the right of the section heading. The compose window opens with every tenant on that tenancy who has an email address already added.
3
Write and send
Write your subject and message and click Send.
Personalise each email with merge fields
1
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.
2
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, or Cc and Bcc someone
1
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.
2
Cc or Bcc someone in
In the compose window, untick Send individually at the bottom right and click Disable to confirm. Cc and Bcc then show to the right of the To field. Click either one to open that line and add the address. Everyone on the email can see who is in To and Cc, but not who is in Bcc. This works the same in any compose window, including when you email a single tenant, owner or supplier. On a narrow window only the checkbox shows, without its label.
Save and reuse a template
1
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.
2
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 photos, attachments and check delivery
1
Add a photo to the message
In the compose window, click where you want the photo in your message, then paste it in or drag the image file into the message. It uploads and shows in the body of the email, so recipients see it as soon as they open it.
2
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.
3
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.

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