There are a number of ways to send emails with Cobot:

  1. Automated Emails

  2. Emailing From Cobot

    1. Emailing Individuals

    2. Emailing Groups

    3. Sending Newsletters

  3. Reminder Emails

  4. Sending Invoices by Email


Automated Emails

To help alleviate work surrounding frequently sent emails, Cobot sends out various automated emails to your members for specific actions.

You can find the following templates under Customize » Emails:

  • Membership Confirmation

  • New Invoice

  • Payment Failed

  • Payment Permanently Failed

  • Membership Payment Pending Authentication

  • Comment on Help Desk Issue

  • Connect Membership to User Account

  • Community Profile Updated

  • Community Profile Published

  • Community Profile Set to Private

  • External Booking Confirmation

You can edit each email and add basic customizations by highlighting the word. You can bold, italicize, underline, add hyperlinks, heading2, heading3 and add quotations:

Each template pulls key information from Cobot with simple ”shortcode” programming (listed underneath each email template box). Words surrounded by {{curly braces}} are replaced with data from Cobot and the member profile.

For example:

the placeholder {{first_name}} will be automatically replaced with the first name of the member receiving this email. If you delete these shortcodes, then Cobot will not pull this data.

Text surrounded by {{#condition}}like this{{/condition}} is only displayed if the condition is true. {{^condition}}don’t show this{{/condition}} does the opposite.

Example 1:

The invoice number is {{number}} results in: The invoice number is 123.

Example 2:

The invoice {{#paid}}has been paid{{/paid}}{{^paid}}has not been paid{{/paid}} results in The invoice has been paid if paid is true; otherwise, The invoice has not been paid.

A complete list of all available placeholders per email type is available under each text box.


Emailing From Cobot

Cobot's built-in email feature is designed for short, transactional emails. These are emails written for a specific person or group of people on a non-recurring basis. Cobot is not meant for Newsletters or longer format emails.

What is allowed

What is not allowed

  • Personalized welcome emails & Notifications

    e.g. for mail/package delivery, guests, billing adjustments, etc.

  • Newsletters

  • Cobot-related communication

    e.g. plan updates, changing prices of resources, etc.

  • Marketing emails sent to many people at once


How To Send Emails to Individuals

There are a few ways to send messages to individuals:

1. Go to Manage » Members » Click on member name to go to their Member Profile and click on Send Message.

OR

2. Send emails directly from the Email composer under Manage » Messenger » New Message » Search the member name.

IMPORTANT NOTES

  • Cobot will also post all emails to that member's activity feed in their member portal. You can see a history of their messages from within their member profile and under Manage » Messages.

  • If you see an error message like "Can't send emails to...," it means that Cobot tried to send an email to that address but received an error. After the problem is fixed, we will need to enable your address again manually, so please contact support.


How To Send Group Emails

Email an entire member list, such as everyone on your 'Canceled Members' list, or use the 'Search' filter to create a specific email list. Search with things like the name of a plan, company, or confirmation status.

1. Go to Manage » Members and type something in the search field.

2. Click Bulk Actions » Send Message to List. The number beside the 'Send Message to List' button will adjust based on your filtering.

4. You will be forwarded to the email composer. Remove any extra email addresses' by clicking the x next to the member name. Highlight the text to see formatting options.

5. When your email is ready, click the Send Email button!

IMPORTANT NOTES

  • Cobot will also post all emails to that member's activity feed in their member portal. You can see a history of their messages from within their member profile and under Manage » Messages.

  • If you see an error message like "Can't send emails to...," it means that Cobot tried to send an email to that address but received an error. After the problem is fixed, we will need to enable your address again manually, so please contact support.


Sending Newsletters

Cobot is not meant for Newsletters or longer format emails. We recommend Mailchimp or a similar service for sending newsletters and other marketing materials. Newsletter apps make sure your emails get delivered, plus they allow you to track the success of your email campaigns.

Check out our Mailchimp add-on under Add-ons » Mailchimp Newsletters. When active, it immediately adds your members to your MailChimp mailing list.

Check out this guide for more details. Or, check out Zapier to connect Cobot to another Newsletter app.


Reminder Emails

If you want to send your members a reminder email that their invoice is due in 7 days, for example, you can do this with the 'Reminders' add-on. Check out this guide for more details.


Sending Invoices by email

Cobot automates the task of invoicing your coworkers for their membership, booked resources, extra time passes, and other types of charges. When enabled, all members receive an email with their detailed invoice at the end of their billing periods.

By default, this feature is not activated. To auto-send members invoices, go to Setup » Invoice Settings » Check the 'Send invoices by email' box » save.

For more on invoice settings, check out this guide.

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