To send the same email message to a group of tenants, go to Reporting > Correspondence > Email Messaging.
Verify that Recipient is set to Tenant.
Complete the rest of the screen.
You can filter tenants by owner, property, or tenant status. You can also select individual tenants.
By default, the Tenant Status field is blank. If you want to limit the email to current tenants, select Current.
Select Additional Recipients. By default, the email is sent to the Main Tenant, but you can select other occupants or contacts that have been set up, for example, the Billing Contact.
Select the Sender, either the current user or the property management company.
The CC options are explained below.
In the Email Template field, you can select a template for the email messages. After selecting a template, click Load.
There are some standard templates that come with Breeze, and you can create your own custom templates.
Enter the subject line for the email and the email message.
Click Display. Breeze displays the tenants that match the filter criteria (tenants without an email address in the system do not appear).
Select the tenants you want to send the email to.
When you select tenants, the Upload Attachments button appears.
If your email includes an attachment, click Upload Attachments.
A warning message appears.
Click OK. The Upload Attachments section appears.
Drag the attachment file to the Drop files here section of the screen.
Breeze uploads the file and attaches it to the selected tenant records. (Note: At this point, the tenant selection is grayed out. If you want to change the selection, you have to cancel and start over.)
Click Send.
Breeze sends the email to each tenant, with the attachment.
CC Sender Option
If you select this option, Breeze will send a duplicate message to the company's email address for each email sent to a tenant. In some cases, this is appropriate; for example, if you are sending a legal notice to a group of tenants and you want proof that the message was sent to each of them.
For routine messages, it is probably not appropriate. For example, if you send a message to 100 tenants about an upcoming pool party, you would not want 100 CC messages in your inbox.
CC Occupants Option
If you select this option, the email will be sent to Additional Tenants who have an email address on record. Lessee must be ticked beside their name or Breeze will not CC them.
Note: When you click Display, the additional tenants do not appear in the list, but they are CC'd when the email is sent.
Tokens
You can use tokens to personalize your messages; for example, you are sending a message to all the tenants in your building, and you want to include each person's name.
In the Item to Replace field, look up Tenant Name. ^TenantName^ appears in the Token field.
Copy the token and put it into your message. When Breeze generates each message, it will pull the tenant's name and use it instead of the token.
Email from the Tenant Screen
You can also email tenants individually from the Review Tenant screen. Click the Email button in the top right-hand corner.
You can review the emails by navigating to Reporting > Admin Reports > Email History.