Emails

Send emails to clients

Admins, billing staff, and employees who send emails use Emails to create outgoing messages and scheduled recurring emails. If Emails or an email action is hidden, ask an administrator to review your access in Permissions and Visibility.

Open Emails from the left sidebar. The area has two tabs: emails for one-off emails and recurring-emails for scheduled emails.

Review the email list

The emails tab lists outgoing email records. Columns include email number, from name, recurring number, from email, jobs, subject, sent date, recurring code, status, and created date.

One-off email statuses are Pending, Ready to Sent, Sent, and Stop. Use the list to confirm whether an email is still waiting, ready to send, already sent, or stopped.

The action bar on the emails tab has filter, sort, and column-toggle controls. The filter modal accepts email number, recurring email number, from name, from email, subject, status, and sent date. Narrow by Pending to see what is still scheduled to go out.

Email status transitions

A newly composed email starts at Pending. You can cancel a pending email by opening its detail page and switching the status to Stop.

When the send time arrives, Assisterp moves the email to Ready to Sent while it queues for delivery, then to Sent after it goes out.

Ready to Sent and Sent emails are locked — the status cannot be changed, and the email cannot be edited or deleted. If a sent message needs to go out again with different wording, compose a new email.

Open an email and review delivery

Select a row on the emails tab to open the email detail page. The page shows the email number, status, module, from name, from email, subject, sent date, and rendered body.

Below the body, a per-recipient delivery table lists one row for each delivery attempt. Each row shows the Subject, Email, Status, an Error column when delivery failed, Available At, and Created At. Use this when a recipient says they did not receive an expected email — the status and error columns explain whether each delivery succeeded.

Compose a one-off email

Use this when you need to write a specific message instead of sending from a saved template.

1. Open Emails.
2. Stay on the emails tab.
3. In the action bar, select Add (the plus icon).
4. Enter From Name, From Email, Subject, and Sent At.
5. Select Select Recipients.
6. Choose recipients from individual clients, businesses, groups, employee groups, branch employees, or contacts.
7. Enter the Body.
8. Select Add.

Assisterp sends the email when the sent date and time are due.

Insert shortcodes

Both the Subject field and the Body editor have a shortcode dropdown. Open the dropdown, pick a shortcode such as a client name placeholder, and it inserts at the cursor. Use the dropdown so the inserted code matches the firm’s defined values. For wording you send often, save it as an Email template.

Send from a template

Use this when the message content should come from an existing email template.

1. Open Emails.
2. On the emails tab, select the template icon with the Email Create Form Template tooltip.
3. Choose the template.
4. Choose Sent At.
5. Add an optional Description.
6. Select Select Recipients.
7. Choose the recipients.
8. Select Add.

Template content is managed in Email templates. Update the template there when the wording needs to change.

Set up a recurring email

Use recurring emails when the same template should be sent on a schedule.

1. Open Emails.
2. Open the recurring-emails tab.
3. In the action bar, select Add (the plus icon).
4. Choose the Template.
5. In Schedule, choose Daily, Weekly, Monthly, Quarterly, Biannually, Yearly, or Custom.
6. If you choose Custom, enter the custom number of days.
7. Choose Send First On.
8. Choose End On, or turn on Never Expires.
9. Select Select Recipients.
10. Choose recipients from individual clients, businesses, groups, employee groups, branch employees, or contacts.
11. Select Add.

Recurring emails are sent on the schedule when each one is due.

Pause or stop a recurring email

A recurring email has four statuses: Waiting before the first send date, Active once it has started sending, Stopped when paused, and Completed when the end date passes.

Open the recurring email’s detail page and select the toggle button beside the status to switch between Active and Stopped. Waiting and Completed are set by the system and cannot be toggled.

Use Reminders and notifications when the email should be driven by a task, invoice, or meeting reminder rule instead of a user-created email schedule.