Sending an email to all landlords and tenants

Alto allows you to send an email to landlords and tenants individually, or, in bulk as a group.

Sending an individual email via the tenancy overview

You can send an email to the tenant(s) and/or landlord(s) individually from the tenancy Overview.

1. Click Tenancies on the main navigation bar
2. Select the relevant tenancy from Recent & Favourite Tenancies
   1. Alternatively, find the tenancy using the Search Tenancies bar in the top right
3. Click Overview on the side menu
4. Click the @ icon alongside the tenant(s) or landlord(s)
5. The Send an email window opens with the relevant tenant(s) or landlord(s) email address (You can click the x to remove them, if required). If they have more than one e-mail address, hover over their name and click Choose email address.
   Also in the To field, you can type the names of any additional contacts who you want to include in this email which will ensure they receive a separate email and their details won't be seen by anyone else
6. Edit the Subject of the email, if needed (by default, the template name will be set as the Subject)
7. Amend the content of the email by clicking inside any of the blue boxes that appear when you hover over the email body. Type in any additional text you want to add
8. Add any Attachments needed either by selecting Browse your Computer (available if you're using our email template editor) and selecting attachments directly from your desktop, or, by selecting Browse Alto and attaching documents stored on the tenancy record
9. Click Send when you have finished creating your email

Any emails that are sent will be recorded in the tenant(s) or landlord(s) Timeline. 

Sending a bulk email via tenancy groups

To send a bulk email to tenants and/or landlords, you'll need to first ensure that they are part of a group.
For more information on Creating a group of contacts, click here

1. Click Tenancies on the main navigation bar
2. Click Groups in the top left
3. Select a group from within Default Groups, My Groups, or Shared Groups
4. Tick the box at the start of each tenancy row to select the contacts you want to email
   1. Alternatively, tick the box in the header to select all of the tenancies
5. Click Actions
6. In the dropdown menu, click either E-Mail Landlords and Tenants, Email Landlords or Email Tenants
   1. Alternatively, select either SMS option 
7. The Send an email window opens, showing a list of the contacts with their email addresses (You can click the x to remove them, if required). If they have more than one e-mail address, hover over their name and click Choose email address.
   Also in the To field, you can type the names of any additional contacts who you want to include in this email which will ensure they receive a separate email and their details won't be seen by anyone else
8. Edit the Subject of the email, if needed (by default, the template name will be set as the Subject)
9. Amend the content of the email by clicking inside any of the blue boxes that appear when you hover over the email body. Type in any additional text you want to add
10. Add any Attachments needed either by selecting Browse your Computer and selecting attachments directly from your desktop, or, by selecting Browse Alto and attaching documents stored on the tenancy record
11. Click Send when you have finished creating your email

Any emails that are sent will be recorded in the contacts Timeline. 

Sending an email via event dates

Some event dates that are accessible from the Event Dates widget on the Property Management Dashboard, allow you to Email All Tenants and Email All Landlords.
For more information on the Property Management Dashboard - Event Dates widget, click here

1. Click Home on the main navigation bar
2. Click Property Management Dashboard on the Home screen side menu
3. Scroll down to view the Event Dates widget. A list of varying types of event dates are shown with a corresponding number as to how many are due or overdue. Click the relevant type of event date, i.e. Term End Date
4. At the top of the Date Events window, if applicable, you'll have the options to click Email All Tenants and Email All Landlords
5. The Send an email window opens, showing a list of all the tenants/landlords with their email addresses (You can click the x to remove them, if required)
6. Edit the Subject of the email, if needed (by default, the template name will be set as the Subject)
7. Amend the content of the email by clicking inside any of the blue boxes that appear when you hover over the email body. Type in any additional text you want to add
8. Click the Merge Codes tab if you'd like to copy and insert merge codes into your email body
   (These merge codes are unique to sending bulk emails in relation to Event Dates on the Property Management Dashboard. By using them, you can add a personalised touch to the email(s), as well as save time by adding useful fields (tenant name, rent agreed etc)
   For more information on List of merge codes for Emails, click here
9. Click Send when you have finished creating your email

Any emails that are sent will be recorded in the contacts Timeline. 

Related articles:

Sending email and SMS messages to a contact

Sending an email to a group of contacts