Emails
Write, schedule and repeat emails to your leads on the Emails page, with report cards, merge fields and templates, and see how every email did.
The Emails page is where you write emails to your leads, send them now or later, set up emails that repeat every month, and see every email you have sent. Find it in the sidebar just under Leads, in the Nurture group, or under People on your phone.
The page has two tabs:
- Sent & scheduled shows, from the top, your Repeating emails (when you have any), then Scheduled (what is waiting to go), then Sent (every email sent in the last 12 months)
- Drafts & templates lists the emails you have started and the templates you can start from, with buttons to view, edit, duplicate and delete them
The cog at the top right opens your email settings.
Emails to your leads are part of every paid plan and your free trial. The Free plan can't send them: pressing New email there offers you a trial or a plan instead, and a send is turned down with "Your plan doesn't include emails to leads. Choose a plan, or start a trial, to send them."
Sending an email
Press Send Campaign on the Leads page, Send email on a lead's record, or the email button on a report. Choose an email opens, with your drafts and templates in one list.
Choose the email
Press the eye on a row to see the email large first, if you like. Then press Choose this template, or Choose this draft to send one you have started.
Check it and send
The email opens as your leads will see it, with the Send panel beside it: the report, who it goes to, when, and Send. To change the words, press Edit above the email, then Preview to see it again.
If you ticked leads first, or started from a report, the line at the top of Choose an email says so, and the email goes to just those people, with that report. A draft you choose takes them too, in place of its own. Cancel takes you back where you were, and Choose an email at the top of the email brings you back to the list to pick another. Nothing is sent until you press Send.
Writing an email
Press New email, or click a template on Drafts & templates to start a new email from it. A blank email opens ready to write; one from a template opens on its preview, so press Edit to change it. On a phone there is no New email button: start from a template or a draft on Drafts & templates.
Write the subject and preview line
The preview line is the short grey text inboxes show after the subject. It is optional. Use the + in the subject box to add a merge field, such as the lead's first name.
Write the email
Type as you would in any editor. The toolbar has bold, italic, links, bullet points and headings, and the blocks you can add: Image, Video, Button, Report card, Newest homes and Divider. Press Insert, or type /, to add a merge field. To add your logo, press Image and pick one of your saved logos: it goes in small, like a letterhead, and opens your website.
An image can open something when it's clicked. In the image's box, choose what it Opens: nothing, a web address you type in, or one of your own pages, as for a button. To change an image that's already in, including one you dragged in, double-click it or click it and press Edit.
Check the preview
Press Preview above the email to see it as your leads will, with the merge fields and report figures filled in, and Edit to go back to writing. Switch between Desktop and Phone to check both. If the email shows a report's figures, the preview asks you to choose the report first, so you never mistake sample figures for what goes out.
Choose who it goes to and when
The Send panel beside the email (under it on a phone) sets the report when the email shows one, who gets it, and when it goes. See below.
Your email saves itself as a draft as you type. If you leave an email you started, you are asked whether to keep it as a draft.
Every email ends with a footer showing your agency name and a working unsubscribe link. You can change the footer's wording, but the unsubscribe link can't be removed. To add your office address under your agency name in new emails, fill in Address in the footer (optional) in your email settings.
Adding a button
Press Button on the toolbar, type the button's words, and choose what it Opens: a web address, or one of your own pages that you have set up:
- A web address you type in
- Your website, the Business Website in Settings > Branding
- Your booking link, the Calendar Booking Link in Settings > Branding
- Your instant valuation page, if your plan includes it
- Your property search page, taken from your property feed when it is a page on your website
Choose one of your own pages and the button starts with suitable words, such as "See all our homes", which you can change. The box shows the page it will open. Only the pages you have set up are listed. A button from a template that opens a page you haven't set up says so, and is left out of your emails until you do.
Adding a report card
A report card puts a report's headline figures in the email, with a Read the full report button.
- Press Report card on the toolbar
- Choose the report
- Tick up to three figures, such as the average asking price and the price change
- Press Add report card
Only shared reports are listed, because a lead cannot open a report that is not shared. You do not need a report to send an email.
If the report has no reliable figure for Days on market, the card shows that box as Left out, and the email goes without it.
Adding your newest homes
The Newest homes block shows three of your newest homes from your property feed, each with its photo, price, bedrooms, street and a View this home link to its listing.
A home's photo and its View this home link open its listing. A home from your CRM has no listing page we can link to, unless your website feed lists the same home, so it is shown in the email without a link.
- Press Newest homes (the house) on the toolbar
- Change the heading if you like. It starts as "Our newest homes"
- Choose a Style: List puts each photo beside its details; Grid puts the homes side by side, and one under another on a phone
- Choose what to Show: homes For sale, To let, or Both
- Press Add newest homes
To change any of these later, click the block and press Edit.
Only send when there are new listings. When you set an email with a Newest homes block to Repeat, you can tick Only send when there are new listings under How often. Each send then shows just the homes that have come into your property feed since the last one: one, two or three. If none have, that send waits, and the email's card under Repeating on Sent & scheduled says so; the next one goes as planned if a new home has come in by then. Its first send looks back a week, or a month for a monthly email. Left unticked, it sends your latest listings each time, even if none are new.
When the homes are chosen. A repeating email puts in your newest homes each time it goes, so every month shows that month's. An email you send once shows the homes it holds when you press Send or Schedule, and a scheduled email sends exactly those. Homes marked sold, under offer or let agreed are left out. If there are no homes of the kind you chose, the block is left out, heading and all.
Choosing the homes in a one-off email. In an email you send once, the block's Edit box lists your nine newest homes with the first three ticked. Untick any you don't want, or tick a different one, up to three. To find a particular home, such as one you mentioned on the phone, search by street, postcode or price: the homes you have ticked stay at the top. If a home you ticked has gone from your feed by the time you send, it's left out. The ticks are only for that email: if you set it to repeat, or save it as a template, it shows your newest homes instead.
If your property feed has no homes in it yet, pressing Newest homes offers Connect your feed, which takes you to Settings > Integrations > Property feeds.
Images you add are shrunk for email automatically, so they load quickly in your leads' inboxes. A video shows as its picture with a play button, which opens the video.
Who it goes to
The Send panel gives you these choices:
- All your areas sends to everyone in your areas, with the number of people shown. On a plan that doesn't set your postcode areas, this reads Everyone and includes every lead
- Choose areas lets you tick postcode districts, each shown with its town, how many people it reaches, and when its leads were last emailed, for example "Emailed 2 days ago" or "Never emailed"
- Out of area sends to leads outside your areas, including those with no area. It only appears when your plan sets your postcode areas and some of your leads are outside them
A lead is in a district if any of the areas of interest on their record matches it, so one lead can be reached for every area they have asked about. Each lead's areas build up from their enquiries, and you can edit them on the lead's record. A lead whose location is only a town name, with no postcode, has no area, so emails to your areas don't reach them until you give them one. See Managing Leads.
To email particular people, tick them on the Leads page (up to 5,000 at a time) and press Send Campaign. Choose an email opens with them chosen: choose a template or a draft, or start from a blank email, and the email goes to exactly the people you ticked. If you keep it as a draft, it still goes to just those people when you open it again from Drafts.
When your email has a report and your plan sets your postcode areas, Who it goes to starts on that report's area (if you have leads there), so each area's leads get their own area's figures. If you choose other areas as well, the panel tells you, for example "Leads in SG12 will get CM15's figures", and you can still send. To email several areas each with its own figures, set up one email (or one repeating email) per area, each with that area's report.
The panel shows how many people it goes to and how many credits it uses before you send. Unsubscribed and bounced leads are always left out.
When it goes
- Now sends it straight away
- Later sends it at the date and time you pick
- Repeat sends it every month or every week (see Repeating emails)
Press Send a test to me to see the email in your own inbox first. When you send or schedule, you are asked to confirm, with the number of people and the credits it uses.
When an email has finished sending, we email you to say how many people it reached. That email, and the ones we send when an email pauses or a repeating email skips a send, only come while Campaign completed is switched on under Notifications in your Profile & preferences (see User Settings). It is on unless you have turned it off.
If its report is from an earlier month
When your email shows figures from a report made before this month, the confirm box says so. If your credits cover both updating the report and sending, it offers Update and send (or Update and schedule): the report is regenerated with this month's figures, just as pressing Regenerate report on the report's own page would, and then your email goes. Updating uses the usual report credits, and the box says how many. Choose Send as it is (or Schedule as it is) to keep the figures you have.
If your credits don't cover both, the box says how many more credits updating it as well would need, and Send (or Schedule) sends it with the figures it has.
If the report can't be updated, nothing is sent and your email stays in your drafts.
Who a scheduled email reaches
When you schedule an email to your areas, you choose who it reaches when the time comes:
- Everyone in those areas at the time (the default) sends to the people on the list now, plus anyone who joins those areas before it goes out. This is usually what you want, since more leads arrive while you wait.
- Only the people on the list now fixes the list when you schedule. Anyone who joins afterwards does not get it.
This choice only appears for emails sent to your areas. If you chose particular people, the list is always fixed. Anyone who unsubscribes before it goes out is removed automatically.
Changing or cancelling
When you schedule, the confirm box reminds you: "Until it goes, you can change its time on the Emails page, or cancel it and it goes back to your drafts."
Scheduled emails wait under Scheduled on Sent & scheduled, below your repeating emails, showing when each one goes and how many people it reaches. On its row, press Change time to move it, or Cancel to stop it, right up until it sends. A cancelled email goes back to your drafts, so you can change it and send it again.
Repeating emails
A repeating email works out who it goes to each time it sends, so new leads in its areas get it too.
- Write the email, then choose Repeat in the Send panel
- Choose Every month (recommended, because report figures change monthly) or Every week
- Pick the date and time of the first send
Your repeating emails show as cards at the top of Sent & scheduled, each named after the template you wrote it from and marked On or Paused, with who it goes to, when it sends next and how many it has sent so far. Each card has Edit, to change the email on its own page, Pause to stop it for a while (Resume starts it again), and a bin to delete it.
A repeating email is changed on a computer. On your phone, its card still pauses, resumes or deletes it.
The Month merge field always shows the month the email goes out.
A repeating email keeps its report up to date by itself. If the email shows figures from a report made in an earlier month, the report is updated a couple of hours before the send, so every email carries that month's figures. It uses the usual report credits, at most once a month for each report, and you won't get a "report ready" email for it.
If there aren't enough credits to send, or to update its report, that one send is skipped rather than going out with old figures. The email stays on, and the next one goes as planned. We email you when a send is skipped (while Campaign completed is on), and it shows in Sent marked Skipped. Top up before the next send so it goes.
If your plan no longer includes emails to leads, each send is skipped, and the email carries on by itself once your plan does again.
A repeating email pauses itself only for something that needs you: for example, its report is no longer shared, or its area is outside your patch. It shows why on its card, and we email you (while Campaign completed is on). Put it right, then press Resume, and it goes at its next send time.
Templates
Templates on Drafts & templates come in two groups: Your templates, which you make and edit, and Market Trak templates, which we write and keep up to date. Click one to start a new email from it. The buttons on the right of each row:
- the eye shows it large, with Use this template under it
- the pencil (Edit) opens one of your templates to change it
- Duplicate makes your own copy, of one of ours or one of yours, to change as you like
- the bin deletes one of your templates (or a draft)
An email you start from a template never changes the template. If you have edited a template and press Use this template before saving, you are asked whether your changes go into the template (Save and use) or only into this email (This email only).
To keep an email you have written for next time, press Save as template at the top of the email, on a computer. It shows once you have changed the words, or on a draft, since a template left as it is is already saved.
Merge fields
Merge fields fill in each lead's own details when the email is sent. In the email they show as coloured labels. The assistant and older templates write them in curly brackets, as in the last column.
| Merge field | What it puts in | Written as |
|---|---|---|
| Personalise | ||
| Agency name | Your agency name | {{workspace_name}} |
| Area | The report's area. With no report, theirs, and it only goes to leads who have one | {{location}} |
| Booking link | Your calendar booking link. Blank if you have not saved one | {{booking_link}} |
| First name | Or "there" if we do not have one | {{lead_name}} |
| Month | This month, for example "September" | {{current_date}} |
| Sender name | The name your emails come from | {{sender_name}} |
| Website link | Your website, shown as its address, for example "www.youragency.co.uk". Blank if you have not saved one | {{website_link}} |
| From the property | ||
| Full address | The property they asked about on one of your ads or your Bio Link. Only goes to leads who asked about one | {{property_address}} |
| Street and postcode | For example "Elm Road, M20". Only goes to leads who asked about a property | {{property_street}} |
| From the valuation | ||
| Valuation address | The home they valued. Only goes to leads who have one | {{valuation_address}} |
| Valuation link | A link to their valuation. Only goes to leads who have one | {{valuation_link}} |
| Valuation price | Their valuation price. Only goes to leads who have one | {{valuation_price}} |
| From the report | ||
| Average asking price | Homes for sale in the area | {{averagePrice}} |
| Average days on market | Left out when there is no reliable figure | {{daysOnMarket}} |
| Demand | High, Balanced or Low | {{demandRating}} |
| Market trend | Growth, Stable or Decline | {{marketTrend}} |
| Price change (year on year) | Over the last year | {{priceChange}} |
| Report date | When the report was made | {{report_date}} |
| Report link | A link to the report | {{report_link}} |
| Report title | The report's title | {{report_title}} |
| Sales per month | Homes sold each month in the area | {{salesVolume}} |
Use Website link for a line such as "For our full list of homes, visit www.youragency.co.uk": it shows your website's address and opens the page you saved. If you have no website saved, the sentence holding it is left out, as it is for Booking link.
An email that shows something of each person's own only goes to the leads who have it, so nobody gets a gap where their price or address would be. That means a From the valuation field (leads who have done an instant valuation), a From the property field (leads who asked about a property on one of your ads or your Bio Link), and Area in an email with no report (leads with an area; with a report, Area is the report's, so nobody is left out for it). The Send panel shows how many are left out and why. First name never leaves anyone out: it reads "there" when we don't have one. The report fields need a report chosen for the email. The Insert menu shows the same four groups in every email, each in alphabetical order, and only the fields that can be filled: Booking link and Website link only once you have saved them in Settings > Branding (your Calendar Booking Link and your Business Website), From the valuation once a lead has valued their home, and From the property once someone has asked about a property on one of your ads or your Bio Link.
On your phone
The same email builder works on your phone. It shows in one column: Preview and Edit, the email, then the Send panel (the Send button at the top takes you to it). Choose an email works the same way, with Choose on each row. On Drafts & templates, the eye shows an email and the bin deletes a draft or one of your templates.
Templates and repeating emails are changed on a computer. On your phone, a repeating email's card on Sent & scheduled still pauses, resumes or deletes it.
Sending from the assistant
You can ask the assistant to write and send an email for you. It offers the same choices as the Send panel (all your areas, one or more areas, leads outside your areas, or one address) and can send now, later, or every week or month. It shows you the email, who it goes to, how many people and when, and asks before it sends anything. It sends through the same sender as this page, so the email appears in Sent & scheduled like any other. Anyone who has unsubscribed is left out, and if you give it the address of someone who has unsubscribed, it tells you. See Creating Content.
Automatic emails
The Automatic tab lists the emails that go by themselves: the thank-you after a Facebook or Instagram ad enquiry, the thank-you after someone asks for a report on a market report ad, the thank-you after a Bio Link enquiry, the welcome email and the instant valuation email. Each has its own on/off switch on its row. Click one to change it in the same editor as your templates, and go back to the system template at any time. See Welcome Emails.
Seeing how your emails did
Sent lists every email from the last 12 months, grouped by month. Each shows how many people it reached and what share of them opened it and clicked a link. Press an email sent from the Emails page or the assistant to see it exactly as it went out. Most older emails open too, shown from the template they were sent from as that template reads today, with the figures they went out with. An older email written from scratch rather than from a template can't be shown.
Automatic welcome emails are left out. They go to one lead at a time and are not emails you chose to send, so counting them would flatter your figures. They still show on each lead's own record.
Open and click tracking
Every email records when a lead opens it, and every link records when it is clicked before taking the reader straight on to where it goes. You do not need to set anything up, your links work exactly as normal, and unsubscribe links are never tracked.
Links to your report (the report card's button and the Report link merge field) are also tagged utm_source=email&utm_medium=campaign, so a visit from one shows as coming from email in any analytics you have added to your reports, such as Google Analytics.
Clicks are worth watching more than opens. Some mail apps open the tracking on the lead's behalf and others block it, so open figures are always a little blurred, whereas a click is usually a real person choosing to look at what you sent. Security software on some work email systems can also click links before the person reads the email, so treat a click as a sign of interest, not a promise.
See who clicked
Press See more stats under any email in Sent, or under an email on the How your emails land card on Analytics, to open that email's own page. You can also press the figures and arrow on the right of an email in Sent. The page shows:
- The four figures - how many people it was sent to, how many opened it, how many clicked a link, and how many it couldn't be delivered to
- Links people clicked - each link in the email, with how many people clicked it and how many clicks in all
- Who clicked it - a list of names, newest first, showing when each person last clicked. Switch to Opened to see who opened it instead. The list shows 25 people at a time, so press Show more to see the rest. Press a name to open their lead record
A click is also added to that lead's activity timeline as Clicked a link in an email, beside the email they opened.
Link clicks have been recorded since 30 August 2026, so an email sent before then shows no clicks.
For more, go to Analytics under Measure in the sidebar and find the How your emails land card: your email opens for the period you pick, your open rate, and each email with its opens and clicks.
When a lead replies
Emails are sent from Market Trak, but replies come to you, not to us. When someone replies to one of your emails, it arrives in your inbox, and hitting reply puts you straight back in touch with them.
A small number of mail systems answer automatically rather than sending a real reply, and those answers go to a hidden address email providers use for delivery reports. Market Trak picks those up and forwards them to you, so nothing gets lost. Empty automatic answers, such as out-of-office notices with no message in them, are left out.
If you want replies to go somewhere other than your account email, such as a shared office inbox, fill in Reply-To Email in Settings > Capturing leads > Email settings (or press the cog on the Emails page). It applies to every email your leads get from you, with or without a custom sending domain, and automatic replies we forward go there too.
Email limits
There is no monthly limit on how many emails you send. What your plan limits is how many contacts (leads) you can hold: see Contact limits. If your plan uses credits, the Send panel shows what each send costs before it goes.
Tips
- Add a report card so each email carries fresh figures for the area
- Use the First name merge field to make each email feel personal
- Keep subject lines under 60 characters
- Send a test to yourself and read it on your phone before sending
- A monthly repeating email keeps you in front of every lead without you having to remember