📧 How to Setup Connecticut Real Estate Auto Emails in Matrix (SmartMLS)
Automated emails in Matrix allow you to send property updates to your clients automatically based on saved search criteria. This is a key tool for real estate agents because it keeps buyers engaged with current listings without manual effort. Matrix
✅ 1. Log Into SmartMLS Matrix
Start by signing into Matrix through the SmartMLS portal with your credentials. Once signed in:
-
Go to the Matrix Search screen
-
Perform a search with the criteria your client wants (price range, location, beds/baths, etc.)
💡 Tip: Narrow your criteria so it returns fewer than 500 listings — Matrix won’t let you create an auto email with more than 500 current matches. Matrix
🔍 2. Save the Search
Once your search is displaying the results:
-
Click Save at the bottom of the search results screen.
-
In the menu that appears, choose New Auto Email instead of a simple saved search. Matrix
👤 3. Select or Create a Contact
Auto Emails must be associated with a Contact (your client):
-
If your client is already in Matrix: select their name from the Contact dropdown.
-
If not: click Create a New Contact and enter at least their first name, last name, and email address — these are required. Matrix
You can also add additional contact details (phone, secondary email, etc.) if desired.
📝 4. Configure the Auto Email Settings
After selecting the correct contact:
📌 Email Subject & Messages
-
Add a subject line that is clear and helpful (e.g., “New Homes in Stamford Under $600K”).
-
Customize the message text for:
-
Initial (Welcome) Email — this is sent the first time the auto email runs and usually contains all current matches. Matrix
-
Recurring Emails — these notify your client when new or changed listings match.
-
💡 You can use the default templates or personalize them to include a friendly greeting or instructions.
🗓 5. Email Schedule
You decide how often Matrix will run the search and send emails:
-
ASAP – sends as soon as new matches are found
-
Daily – great for active buyers
-
Monthly – useful for slower markets or general updates
-
Some systems may allow finer control over days and times of delivery. Matrix
Be sure your client understands the schedule you choose — if they get too many emails, they might ask you to adjust it.
⚙ 6. Advanced Options (Optional)
Matrix provides powerful advanced options:
🛡 Concierge Mode
If selected, matching properties will be emailed to you first, allowing you to approve which ones go out to your client. This is helpful if you want to curate listings before they’re shown. Matrix
🔄 Reverse Prospecting
This isn’t for the client’s notifications — it lets you find buyer contacts whose saved criteria match a listing you’re representing. Matrix
These features are optional but useful depending on how hands-on you want to be.
💾 7. Save & Activate
Once you’ve completed all fields:
👉 Click Save.
Matrix will then:
-
Send an initial welcome email with current matches.
-
Automatically send future emails based on the schedule you chose. Matrix
Your contact will see these in their inbox.
📨 What Your Client Will Experience
After you set up the auto email:
✅ They receive a Welcome Email
This includes a link to their Matrix Portal where all matched listings are stored. Matrix
⚠️ The Welcome Email may sometimes land in Spam/Junk folders. It’s a good idea to tell your client to mark the message as “Not Spam” and add your Matrix email address to their contacts so future notifications arrive in their inbox. Matrix
Once they open the welcome email and click the portal link, ongoing auto emails will continue normally.
🧠 Tips & Best Practices
💡 Keep criteria reasonable — clients will get overwhelmed if searches are too broad.
💡 Communicate with your client when you set up an auto email — explain how often they’ll receive emails and encourage them to log into the Matrix portal.
💡 Review and refine criteria periodically based on client feedback.
💡 If an auto email stops sending, check settings and expiration (some systems require renewal after a set period). Matrix
📌 Summary
Setting up auto emails in Matrix for Connecticut SmartMLS clients is a powerful way to:
-
Provide timely property updates
-
Keep your buyers engaged
-
Save hours of manual emailing
By saving a search and linking it to a contact with appropriate schedule settings and personalized messages, you can automate key parts of your real estate workflow. Matrix
