The mailshot option lets you send an email or SMS to a group of applicants or contacts.
📌 Note: You cannot mailshot Person or Client records.
🤓 Tip: You need to have signed up with an SMS service to be able to send SMS.
Your first step is to create a list of people you want to mailshot. In the mailshot screen, you can create your list by:
Add Applicant – you select one applicant at a time to create your list (and currently this is for applicants only)
Add from Favourites – the applicants you have currently marked as Favourites will be added to your mailshot
Add from Tag File – you can select a saved list of applicants, contacts or clients for your mailshot
The example we will follow here is we want to send an email to a saved list of temps.
The first step is to create the saved list of temps. If you have already had a saved list of applicants or contacts, then move to Step 2.
Step 1 – Create a saved list of applicants or contacts
Open the applicant or contact search screen (under Search on the left toolbar). We will use the Applicants search screen for our example.
Add the required criteria or load a saved search into the screen. In this example, we want the applicants that have a Live status that are attributed as a Nurse and User1 is their primary consultant.
Click Run Search.
The Applicant Search Result screen opens showing the found applicants.
Next, click on Tag and select Add all results to Saved Tag File.
In the Select Saved Tag Files screen, either select an existing tag file to add the results into or to create a new Tag file:
Click Add New.
Add a name for the list.
Decide if you want to share the list with a colleague or group. Sharing a list means the other person or group can view and use this list. In our example we will keep the list for our use only. So click Save.
Now you can save the list of tagged applicants. Go to My Actions on the left tool bar.
Click Tag File.
You will see your search result. Click Save.
Click Save from the list - Clicking Save will save everyone.
Click the search icon.
Find and select the list name.
Click Save.
The list is saved so you now need to empty your Tag File so it is ready for when you next decide to save a list. So click on Remove (across the top)
Click Remove All.
Say Yes to the message to delete the records from the Tag File.
Your list is now saved. Let’s walk through the mailshot steps.
Step 2 – Create and send an email mailshot to a saved list of Temps
On the left toolbar, click Tools.
Click Mailshots.
Click Send Mailshots.
The Send Mailshot screen opens where you see a list of mailshot categories. The emails and SMS that are sent as mailshots need to be saved in an appropriate category. Categories are a way of organising the emails and SMS as over time there will be a lot of messages in here and the categories will help you to re-find a mailshot if you want/need to reuse it. So choose a category from the list.
If there is not an appropriate category, you can create an additional one :
To Create a Mailshot Category.
On the left toolbar, go to Tools and Mailshots.
Then select Mailshot Categories.
A list of the existing mailshot categories appears. Click New.
Add a name for the category and select which sector/s you want the category to be visible in.
Then click Save.
For our example we have a category called Temp Availability Emails. So select the category.
When you select the category, a Confirm message appears. Here you say yes if you are wanting to create a new message or say no if you want to reuse a previous mailshot we are creating a new mailshot so click Yes.
And a New Mailshot box appears to the right. This box is for you to give your email/SMS a name. And this is not the email subject, it is just a name or title for the mailshot so you can easily find it again if you need to reuse it. Notice it assigns the name of your category. You can keep the name as it is or edit it. We will edit it so our mailshot is called Temp Availability Week 1 July.
Click Next.
Select if you are creating an email or SMS. We will choose Email and click Next.
In the next screen, Add Audience is where you add the recipients of the email. Click Add Audience.
Three options appear:
Add Applicant
Add Favourites
Add from Tag File
In this example we want to add a saved list of temps. So click on Add from Tag File.
A list of saved lists appear. Select the required list – User1’s Nurse Tenps and click Select.
And the applicants in the saved list are added to the mailshot screen.
The Remove option will let you remove applicants who have recently been sent a mailshot. You add a date and the database looks at the applicant notebook for when the last mailshot was sent. If the mailshot was sent within the date range specified, the applicant will be removed from the screen.
The Delete All option will delete all the names from the mailshot screen.
The Validation Status column will indicate if someone has no email (or SMS if you are texting), so that person will not get the mailshot message.
Click Next.
Type in your message or you can pick a template email – click on Use Template and select the required email. For this example, we have typed the message and email subject.
Once the message and email subject are done, click Next.
Then click Send.