Sending emails

Send individual or bulk emails to leads with automatic open and click tracking. Use templates or let Cori draft personalized messages for you.

Sending an email

1. Open the compose view. Navigate to a lead's detail page and click the Email tab, or go to Email Inbox in the sidebar and click Compose.
2. Enter the recipient. If you started from a lead's page, the To field is pre-filled. From the Inbox, search for a lead by name or email address.
3. Write your subject line. Keep it clear and specific — this is the first thing your lead sees.
4. Compose the body. Use the rich text editor to format your message with bold, italic, bullet lists, links, and headings.
5. Attach files (optional). Click the attachment icon to upload documents, images, or PDFs.
6. Click Send. The email is dispatched immediately and logged in the lead's activity timeline.

Using templates

Save time on repetitive emails by loading a pre-built template. When composing an email, click Use Template to browse your saved templates. Merge fields like {{name}} and {{company}} auto-fill with the lead's data.

1. Click Use Template in the compose toolbar.
2. Select a template from the list. A preview shows the subject and body.
3. Merge fields populate automatically. Review the filled-in content and make any edits.
4. Send when you are satisfied.

Learn how to create and manage templates in Email templates.

AI-drafted emails

Ask Cori to draft an email for you. She considers the lead's context — recent calls, notes, status, deal stage, and your past interactions — to write a message that sounds like you wrote it.

1. Click Ask Cori in the compose view.
2. Describe what you want to say. For example: "Follow up on our call last Tuesday and suggest a meeting next week" or "Re-engage this cold lead with a value prop."
3. Review the draft. Cori fills in the subject and body. Edit the tone, details, or length as needed.
4. Send once the email looks right.

Bulk email

Send a single email to many leads at once, personalized with merge fields so each lead receives an individual message.

1. Go to the Leads page. Filter or search to find the leads you want to email.
2. Select leads. Check the boxes next to each lead, or use Select All.
3. Click Bulk Email in the toolbar.
4. Compose your message. Write the subject and body. Use merge fields like {{first_name}} to personalize each email automatically.
5. Click Send. Each email is sent individually — recipients do not see each other. Asan respects your daily sending limits to protect deliverability.

Email tracking

Every email sent through Asan automatically tracks opens and clicks. You do not need to enable anything — tracking is on by default.

• Open tracking — a tiny invisible pixel detects when the recipient opens your email. Open counts appear on the email in the lead's timeline.
• Click tracking — links in your email are wrapped to detect clicks. You can see which links the lead clicked and when.
• Email Logs — view aggregate open and click rates across all your sent emails under Reporting.

For a deeper look at tracking data and deliverability metrics, see Email tracking.

Email setup

By default, emails are sent from Asan's shared sending domain. To send from your own email address (e.g., you@yourcompany.com), configure your email settings:

1. Go to Settings → Email Setup.
2. Choose your provider. Connect via SMTP or SendGrid. SMTP works with Gmail, Outlook, or any email provider. SendGrid is recommended for higher-volume sending.
3. Enter your credentials. For SMTP: host, port, username, and password. For SendGrid: your API key.
4. Send a test email to verify the connection works.
5. Save. All future emails will be sent from your configured address.

For detailed setup instructions, see Email configuration.

Tips for effective email outreach

• Personalize beyond the name. Reference a recent call, a specific property, or something from their notes. Merge fields get you started; a personal touch closes the deal.
• Keep subject lines short. Under 50 characters performs best. Be specific: "Quick follow-up on 123 Main St" beats "Checking in."
• One clear call to action. Every email should ask for one thing — a reply, a call, a meeting link click. Multiple asks reduce response rates.
• Use templates for repetition. If you send the same type of email more than twice, save it as a template.
• Check tracking before following up. If a lead opened your email three times but did not reply, that is a signal — they are interested but need a nudge.
• Set up your own domain. Emails from a generic shared domain are more likely to land in spam. Configure your own address in Email configuration.

Frequently asked