Automated Email Campaigns Overview
The email automation app is a great way to set up a reminder for the customer before a job occurs or to send a thank you and encourage your customer to rebook after a job has been completed.
Explore essential email marketing strategies such as audience segmentation, content creation, and effective calls-to-action here. Learn how to design optimized email templates for improved visual appeal, personalization, and clear messaging, all while leveraging Housecall's automated email campaign app to streamline your efforts. Mastering these fundamentals ensures your email campaigns are not only effective and engaging but also efficiently managed for optimal results.
Setting Up Automated Email Campaigns to be Sent Before a Job Starts
Explore how to seamlessly send job reminders and promotional offers to your customers before their scheduled services. Follow these steps to set up your automated email campaign for effective customer engagement.
To get started, go to My Apps by clicking the 3x3 square icon in the top right corner of your Housecall Pro account.
A drop-down menu will appear. Select the card labeled 'Email automation.'
Then, click the green '+Email Campaign' button.
A pop-up will appear prompting you to select whether you would like to create a campaign before a job starts or after a job has been completed.
Select the blue block labeled 'BEFORE JOB STARTS' to create an automated campaign that will be sent to your customers before a job starts.
There will be two steps you must complete to set up this campaign. Click the tab labeled '1- Content' to preview the content that will be sent to the customer. This is also where you can add a personalized message.
On this tab, you'll find an email template that automatically includes specific job details such as the customer's or company's name, appointment date and time, service address, job description, and the Pro's name.
Anything in brackets [ ] is filled in automatically. Customize the 'additional message' section at the bottom of the email to add a personal touch or provide the customer with vital information to the job.
Once you've confirmed your email content, you have the option to send a test email to yourself by clicking the blue 'Send Test Email' button. This allows you to preview exactly how the email will appear to your customers before it is sent out.
Next, proceed to name your campaign and set a rule. To do this, click on the '2-Rule' tab.
Start by entering a name for your campaign in the designated field at the top of the window labeled 'Name Your Campaign'.
Below, in the section titled 'Rule For This Campaign', define when this campaign will be sent before a job starts.
In the field marked with a pound sign (#) after 'automatically send this email', specify the number of days or months before the job begins when the email should be sent. For example, entering '7' means the email will be sent 7 days or 7 months before the job starts.
Next to the number field, select the timeframe from the dropdown menu—either 'Days' or 'Months'—according to when you want the email sent out.
Below this section, you'll find two additional options, each represented by unchecked boxes:
'Send to customers with notifications turned off' This option allows you to set conditions for when the campaign should be sent based on customers' notification preferences. Check the box to send the campaign to customers who have their notifications turned off.
'(Unless) customer is tagged with (Blank)' Here, you can define specific criteria for sending the campaign based on customer tags. You have two choices when clicking the drop-down next to this option:
'If': Select this option if you want to send the campaign only to customers who are tagged with certain criteria. For example, you might send a campaign only to customers tagged as "VIP."
'Unless': Choose this option if you want to exclude customers who have specific tags. This could be useful if, for instance, you want to exclude customers who have already received a similar campaign.
To apply these conditions, enter the relevant tags in the provided field. Tags help you target your campaign more precisely based on customer characteristics or behaviors.
Once you have set your rule, click the blue 'Start' button in the bottom right corner to start the campaign.
Setting Up Automated Email Campaigns to be Sent After a Job is Completed
Setting up post-job follow-up emails keeps customer communication smooth. You can quickly thank clients and offer discounts for future bookings. This saves time and ensures consistent, personalized engagement that boosts customer satisfaction and loyalty, crucial for business success.
To get started, click the 9 stacked dots icon to the right of your top navigation bar on the HCP Home Page. A drop-down menu will appear. Select the card labeled 'Email automation.'
Then, click the green '+Email Campaign' button.
A pop-up will appear prompting you to select whether you would like to create a campaign before a job starts or after a job has been completed.
Select the blue block labeled 'AFTER JOB COMPLETES' to create an automated campaign that will be sent to your customers after a job is marked as completed.
To set up this campaign, you'll need to complete two steps. First, click on the tab labeled '1- Content'. Here, you'll find fields where you can enter the subject line and body of the email.
In the email body, you can customize the content to suit your needs for a post-job automated email campaign. For example, you might start by thanking the customer for choosing your services and summarizing the work completed. You could then share tips on maintaining their system. Additionally, consider offering a special discount or promotion on their next service as a gesture of appreciation.
This approach ensures that your post-job automated email is not only informative, but also engaging and personalized, fostering stronger customer relationships and encouraging repeat business.
Once you've crafted your email content, you have the option to send a test email to yourself by clicking the blue 'Send Test Email' button. This allows you to preview exactly how the email will appear to your customers before it is sent out.
The next step is naming your campaign and choosing a rule. To name your campaign and add a rule, click the tab labeled '2-Rule'
First, name your campaign by adding the desired name to the field at the top of the window labeled 'Name Your Campaign'
Below this field, you'll see the next section labeled 'Rule For This Campaign.' This section is where you will set up the rule or trigger for when this campaign will be sent out after a customer's job is marked as completed.
In the field labeled with a pound sign (#) after 'automatically send this email' input the number of days or months after a job is marked completed when the email should be sent. For example, entering '7' means the email will be sent 7 days or 7 months after the job is completed.
Next to the number field, use the dropdown menu to select the duration, either 'Days' or 'Months' depending on your preference for when the email should be sent.
Below this section, you'll find two additional options, each represented by unchecked boxes:
'Send to customers with notifications turned off' This option allows you to set conditions for when the campaign should be sent based on customers' notification preferences. Check the box to send the campaign to customers who have their notifications turned off.
'(Unless) customer is tagged with (Blank)' Here, you can define specific criteria for sending the campaign based on customer tags. You have two choices when clicking the drop-down next to this option:
'If': Select this option if you want to send the campaign only to customers who are tagged with certain criteria. For example, you might send a campaign only to customers tagged as "VIP."
'Unless': Choose this option if you want to exclude customers who have specific tags. This could be useful if, for instance, you want to exclude customers who have already received a similar campaign.
To apply these conditions, enter the relevant tags in the provided field. Tags help you target your campaign more precisely based on customer characteristics or behaviors.
Once you have set your rule, click the blue 'Start' button in the bottom right corner to start the campaign.
How Do I Track Which Automated Emails Have Gone Out to My Customers?
With your email campaigns up and running, it's crucial to stay informed about their delivery status. Here’s how you can effectively manage this process:
From your HCP Homepage, click the 9 stacked dots icon to the right of your top navigation bar. A drop-down menu will appear. Select the card labeled 'Email automation.'
Once on the email automation page, click on the campaign you would like to view. A list of the emails that have been sent will pop up. If the email was successfully sent, it will have the status 'delivered.' If for any reason it could not be sent, the status will say 'rejected.'
If an email show as 'rejected,' it's essential to verify and update the recipient's email address in their profile. This simple step can often resolve delivery issues and ensure future correspondence reaches its intended recipients.
How Do I Edit an Existing Email Campaign?
Keeping your messaging updated is important to ensure your customers are receiving the best information. Housecall Pro makes it easy for you to update older campaigns in a flash after they have already been created.
To get started, click the 9 stacked dots icon to the right of your top navigation bar on the HCP Home Page. A drop-down menu will appear. Select the card labeled 'Email automation.'
Select the campaign that you'd like to update by clicking on the campaign's line.
This will bring you to a new window that will show an overview of the campaign and emails that have been previously sent. To update the content, just click the edit button in the bottom right.
You can then update the content and the rule that same way you would when you first created the campaign. When everything is adjusted and ready to go, click the 'update' button in the bottom right.
Your email campaign is now up-to-date! All emails sent from this point on will contain the new messaging.
What Does a Job Reminder Email Look Like From a Customer's Perspective?
This is an example of the email your customers will receive when you set up automated emails to go out before the job starts.
When receiving a job reminder email from your company, your customers experience a well-organized and informative communication designed to streamline their service experience:
Header:
The email begins with the company logo, establishing credibility and brand presence up front.
When:
Customers immediately see the scheduled date, day, and time of their service appointment, ensuring clarity and eliminating confusion.
Address:
Below the scheduling details, the email provides the service location address along with a Google Maps image.
Services:
A clear and centered list outlines the specific services scheduled for the appointment, accompanied by brief descriptions or summaries to clarify each service.
Footer:
Concluding the email are essential contact details, including your company's phone number, email address, and physical address for customer inquiries or adjustments to their appointment schedule.
Additionally, a hyperlink directs customers to terms and conditions, ensuring transparency and access to important service-related policies.
This structured format not only informs customers effectively but also enhances their confidence in your company's professionalism and commitment to service excellence. It ensures that customers have all the necessary details at their fingertips, contributing to a seamless and satisfying service experience.
How to Remove a Customer from Email Marketing Campaigns
First, you'll need to create a Customer Tag. This tag can be as simple as something such as "No Email Marketing".
After you've created and applied this tag to your customer's profile you should then return to your Email Marketing page.
From your HCP Homepage, click the 9 stacked dots icon to the right of your top navigation bar on the HCP Home Page. A drop-down menu will appear. Select the card labeled 'Email automation.'
Once you're back on the Email Marketing page select the campaign you would like to remove the customer from and then select the 'Edit' button in the bottom right of the page.
Click the 'Rule' option in the top right of your screen and then check the box marked 'unless customer is tagged with'. Enter in the customer tag that you created and then click the 'Update' button.
Now, customers who are tagged will no longer receive your email marketing campaigns.
Job Reminders Video Tutorial
Check out our tips on how to better connect with your customers and how to acquire and keep customers with email