LeadBoss Q&A

Q: How do I create an email template? 

A: You create an email template within the “Agency” area. After you have clicked on “Agency” then click on the TAB “Event Emails”. Next you will need to the “Create Email Template” button. This will take you to the “Event Email Creation” page. On this page you need to select the type of template you would like to create: Event Email, Event Reminder, or LeadBoss Email Template. NOTE: The LeadBoss Email Templates are those templates that you manually send to clients – these are NOT Event Emails.

Once you have decided which type of template you would like to create, you then need to name the template. It is important to be very clear when naming the template by including what status the template should apply to and some indication as to what is contained in the email or reminder. You now enter the text for the email or reminder. If you are adding text for an email, you should be more careful as to the content of the text. The 4th step in the process is to add the text. You simply type in the text as you would a regular email or reminder. If you would like to add field lists so that the emails or reminders are customized for that particular lead, you simply need to select the particular field that should be added to the email or reminder. You can choose to add fields that pull from the lead’s information or from the agent’s information. If an Event Email Template is setup with the first name field in place, this will prompt LeadBoss to “pull” this particular field or information from the lead thus customizing the email.

Once you have created the email template, you can click the “Preview Email Message” to determine how the template will look when sent. NOTE: when entering text for an EVENT EMAIL or LEADBOSS EMAIL, DO NOT enter a signature. The reason for this is LeadBoss will enter this information automatically based on which agent the lead is assigned to. You will want to enter a salutation (ex. “Sincerely,”) followed by a carriage return (space).

Q: How do I create an email/reminder rule?

A: Also within the “Agency” area and tab of “Event Emails” you have the ability to add a rule to tell the system when to send out an event email or to remind you to do something (event reminder.) You can either create an email or reminder rule from scratch or you can modify an existing rule. If you would like to create one from scratch simply click on either “Add Email Rule” or “Add Reminder Rule” based on what you want to do. Within the Email Rule area, the system will ask which status you would like to associate this email to. All statuses (Call Log, Lead Statuses, and Case Statuses) are listed. You then need to select the EVENT EMAIL TEMPLATE you would like to use.

After you have selected the template, you’ll need to select when the email should be sent. If you indicate a “0” this tells the system to send the email immediately. If you indicate a “1” it will be sent in 1 day, a “2” in two days, a “365” in a year, etc. NOTE: if you have an email rule set and change the status before the email is sent, LeadBoss will delete all the queued or emails that were going to be sent (ex. You have a rule set so that an email goes out in 10 days yet you change the status on day 9. The email that was set to go out on day 10 will NOT go out.) Once you have decided when the email is to be sent you MAY also want to select a signature. NOTE: it is rare that you will select a signature here. The reason for this is LeadBoss will automatically attach a signature to the email based on which agent is working the lead. By selecting a signature you are telling LeadBoss to ignore the agent who is associated with the lead and attach the signature that you select. The last step is to select enter the email subject. NOTE: the client/lead will see the email “subject” so be careful of its content.