Email (Basic): Send in bulk

Sometimes, you may want to send the same email to many clients, like letting everyone know about an upcoming deadline or update. In this case, you can use bulk emails. In this article, you’ll learn how to do it and how to customize the maximum number of emails each team member can send per day.

Covered here:

• Email limits
  
  • Setting up email limits
  • Email provider limits
• Sending emails in bulk
  
  • New email details

Email limits

By default, each team member can send only 400 emails daily (this number is the same for all team members) to correspond to the basic limitations of most email service providers. 

If you exceed the limit, you will be offered to select one of the options:

• Use your colleague's email address. In this case, your colleague must have toggled on Allow others to send from my email in their TaxDome account settings. 
• Use the unlimited chat messages feature in TaxDome.
  In this case, note that chats don't support the contact shortcodes mode. Make sure to use the account shortcodes mode.
• Update the daily limit if you have the required permissions to do it.

If you ignore this notification, your bulk email will be sent in random batches during several days.

However, if you are able to send more emails without getting your address blocked (e.g., you have a paid subscription to your email service provider), you can adjust the TaxDome bulk email limits in settings. 

Setting up email limits

Firm owners and firm admins can change the email limits. To do it:

1. Go to Settings > Firm settings from the left menu bar.
2. In the Sending limit section, enter a number between 1 and 10,000 and click Save.
   We recommend you setting this number to 100 emails less than your email service provider’s limit. If you exceed the limit, your email will be blocked for up to 24 hours. Below, see the limitations of some of the popular email service providers.

Email service provider limits

To make a more informed decision about the limit you want to set, please see the basic daily email limitations for the most popular email service providers:

Please note that:

• some email service providers may have paid plans with higher email limits.
• some email service providers, like AOL or Yahoo, do not disclose certain numbers to enforce anti-spam policies.

Sending emails in bulk

To send an email in bulk:

1. Go to Accounts > Clients from the left sidebar menu.
2. Select the checkboxes next to the desired accounts, then click Send Email. 
3. If needed, deselect the particular contacts that you want to exclude from the mailing list.
4. Write the email or select a template. For more details about the New email window, see the section below.
5. That’s it! Click Send.

All emails will be individual. Your clients won’t see other recipients in the To and CC fields.

The best practices are:

• Use templates; don’t do everything from scratch. If you’ll need to send similar emails later, you’ll already have everything ready.
• Whether you use templates or write emails right in the New email window, use shortcodes. They’ll let you personalize numerous emails and improve your clients’ experience.

New email details

Here are the fields you can find in the New email window:

1. Template: Click and select one of the email templates from the drop-down. Email templates are handy for messages you frequently send to clients.

2.  Contact/Account shortcodes: Select the contact or account shortcodes mode to add dynamic data to your message, such as the email recipient’s name or the date. For more about shortcodes, go here.

3. From: You can send an email on behalf of another team member by selecting their name in the From field. The team member must have toggled on Allow others to send from my email in their TaxDome account settings. 

4. To: You can select accounts or individual contacts as recipients depending on your chosen mode. If you bulk email accounts and want to exclude particular contacts from the mailing list, select Contact shortcodes above and, in the To field, deselect those contacts that you want to exclude.

5. Subject: This automatically fills in when you use a template. You can tweak it without affecting the original template.

6. Add shortcode: Include dynamic data to individualize your messages. Depending on your chosen mode, you can use different shortcode types, including the ones based on custom fields. Shortcodes can be added to the subject line as well as to the body of the email. For more on shortcodes, go here.

7. Message: This automatically fills in when you use a template. You can tweak it without affecting the original template.

8. Attach file: For more about this feature, go here.

9. Schedule email: Schedule when the email should go out. For more about this, go here.

10. Send preview to me: Click to see what your message will look like before hitting send.

11. Send to all: Send the email to all selected accounts/contacts.