Creating Auto Emails in The Smartmls

Auto Email Setup for SmartMLS Searches

In this video, we’ll walk you through setting up a search and creating auto emails for your clients using SmartMLS. Auto emails are an excellent way to keep your clients updated on new listings that meet their criteria, and today, we’ll show you how to set them up.

Step-by-Step Guide to Setting Up Auto Emails:

1. Start a New Search:

   • Begin by filling out all the criteria for your search. Once complete, click “Save Search” in the upper right corner.

2. Choose Your Client:

   • If the client is already in your database, simply select them. If they are a new client, click “Add a New Client” and enter their details, marked by the red asterisk as mandatory fields.

3. Name Your Search:

   • After choosing your client, give your search a name for easy reference.

4. Choose Search Type:

   • Select “Manual Search” for a one-time email or “Automatic Search” for recurring emails.

5. Set Email Frequency:

   • For Automatic Searches, you can choose how often you want the email sent:
     • One-time (one day only)
     • Daily, Weekly, or Real-time (emails sent as new listings match your criteria).
   • Real-time sends an email immediately as new properties are added to your search criteria.

6. Schedule Email:

   • Choose to send the email immediately after clicking Save, or schedule it for a later time based on your preference.

7. Set Expiration Date:

   • You can set the email search to expire up to 180 days. Additionally, you can select how many days in advance you’d like to be notified before the search expires.

8. Notifications:

   • You can set notifications to be sent to you when the search runs, when no changes occur, or when no matches are found. You can also send a BCC notification to the client whenever the search runs.

9. Personalize Your Message:

   • Choose between the default template or create a custom message to accompany the auto email. You can also add custom messages when new listings are available.

10. Save and Finalize:

    • Once everything is set, click Save, and the auto email will start running as scheduled. You can always revisit the search to make adjustments or create a new one.

Why Use Auto Emails?

Auto emails ensure that your clients receive timely updates on listings that match their criteria, allowing them to stay informed without you having to manually send each update. This feature enhances your service while saving you time.