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Bulk email lets you send the same message to multiple clients or prospects at once. Unlike sequences which send over time, bulk emails deliver immediately to everyone selected.

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When to use bulk email

Bulk email is ideal for:
  • Announcements — Firm news, policy changes
  • Market updates — Commentary during volatility
  • Event invitations — Webinars, seminars, client events
  • Seasonal communications — Holiday greetings, tax reminders
  • One-time campaigns — Not suited for ongoing sequences
For drip campaigns that send multiple emails over time, use Sequences instead.

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Send a bulk email

1

Select recipients

Go to Clients or Prospects and select who should receive the email:
  • Use filters to narrow the list
  • Check the box next to each recipient, or
  • Select all visible with ⌘ A / Ctrl A
2

Click Bulk email

With recipients selected, click Bulk email in the action bar.
3

Compose your message

Write the email:
  • Subject line
  • Email body (supports formatting)
  • Optional attachments
4

Preview

Review how the email will look to recipients.
5

Send

Click Send to deliver to all selected recipients.

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Personalization

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Merge fields

Insert dynamic content that’s personalized for each recipient:
Merge fieldInserts
first_nameRecipient’s first name
last_nameRecipient’s last name
household_nameHousehold display name
advisor_nameAssigned advisor’s name
advisor_emailAdvisor’s email address

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Using merge fields

1

Place cursor

Click where you want the personalized text.
2

Insert merge field

Click Insert → Merge field.
3

Select field

Choose the field from the dropdown.
Example: 
Hi {{first_name}},

I wanted to share some thoughts on recent market activity...

Best regards,
{{advisor_name}}

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Fallback values

Set fallback text when data is missing: 
Hi {{first_name | there}},
If first name is blank, “there” is used instead.

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Filtering recipients

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By segment

Create targeted sends using filters: By tier:
  • Select A-tier clients for exclusive updates
  • Target all prospects for general outreach
By advisor:
  • Send only to your clients
  • Coordinate team sends
By tag:
  • Use tags to group recipients
  • “Annual review due” for review reminders
  • “Event attendee” for follow-ups

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By custom criteria

Combine filters for precise targeting:
  1. Open the clients/prospects list
  2. Click Filter
  3. Add multiple criteria:
    • Tier = A or B
    • Has tag = “Newsletter subscriber”
    • Assigned to = Me
  4. Select all filtered results
  5. Send bulk email

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Email templates

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Use a template

1

Open bulk email

Select recipients and click Bulk email.
2

Click Use template

Click Template in the compose window.
3

Select template

Choose from your saved templates.
4

Customize

Edit the template content as needed.
5

Send

Send the email.

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Save as template

1

Compose email

Write your bulk email content.
2

Click Save as template

Click Save as template before sending.
3

Name the template

Enter a descriptive name.
4

Save

Template is saved for future use.

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Attachments

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Add attachments

1

Click Attach

Click the attachment icon in the compose window.
2

Select files

Choose files from your computer.
3

Verify

Attachments appear below the email body.

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Attachment limits

LimitValue
Max file size10 MB per file
Max total size25 MB per email
File typesMost common formats allowed
Large attachments may trigger spam filters. Consider linking to documents instead of attaching when possible.

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Sending options

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Send immediately

Default behavior—emails go out right away to all recipients.

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Schedule for later

1

Click Schedule

Instead of Send, click Schedule.
2

Set date and time

Choose when to send.
3

Confirm

The email is queued for the scheduled time.

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Test send

Send a preview to yourself first:
1

Click Test send

Before sending to all, click Test send.
2

Receive test

Check your inbox for the preview.
3

Verify

Confirm formatting, merge fields, and links work.

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Tracking and reporting

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Track opens and clicks

Bulk emails track:
  • Who opened the email
  • Who clicked links
  • When activity occurred

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View results

1

Go to email history

Navigate to the bulk email record.
2

View metrics

See:
  • Total sent
  • Open rate
  • Click rate
  • Bounce rate
3

See details

Click into individual recipients for specifics.

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Best practices

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Segment your audience

Don’t send everything to everyone:
  • Tier-appropriate content
  • Relevant topics for each group
  • Personalized messaging

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Time your sends

Consider when recipients will see your email:
  • Tuesday–Thursday mornings often work well
  • Avoid Monday mornings and Friday afternoons
  • Consider time zones for dispersed clients

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Write good subject lines

Subject lines determine open rates:
  • Be specific, not vague
  • Create relevance or urgency
  • Keep under 50 characters
  • Test different approaches

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Include clear calls to action

Every email should have a purpose:
  • What do you want recipients to do?
  • Make the action obvious
  • Include contact information

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Monitor deliverability

Watch for signs of email issues:
  • High bounce rates
  • Low open rates
  • Spam complaints
Address issues promptly to maintain sender reputation.

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Limits and compliance

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Sending limits

LimitDetails
Recipients per send500 per bulk email
Daily send limitBased on email provider
Rate limitingEmails sent in batches

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Compliance considerations

Bulk emails must comply with:
  • CAN-SPAM Act (US)
  • GDPR (if applicable)
  • Your firm’s compliance policies
Always include:
  • Clear identification of sender
  • Physical mailing address
  • Unsubscribe option (handled automatically)

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Next steps

Email templates

Create reusable templates

Sequences

Send timed email series