Auto Emails let you create a search once and as new listings that meet that search criteria come into the system, then an email automatically generates and is sent to your client. You can set the timing for the emails. The lists below explain the various auto email types generated by Matrix.
Client Notifications
• “New”- The initial email sent to the contact
• “Active” (New Matches)- These are the regular emails that are sent out with new matches or updates
• “Revised”- This email is sent to a contact when the search criteria has been revised (This is not sent for searches set to Concierge mode)
• “Reactivated”- The first email sent to the contact after a previously deactivated autoemail is reactivated
• “Concierge Notification”- Sent when an agent approves a set of results and sends them to their contact
Agent Notifications
• “Client Disabled”- Email sent to the agent when a contact unsubscribes from an auto email
• “Over Limit”- When an auto email exceeds the 500 result limit the auto email is disabled and the agent is notified
• “No Listings Found”- If a search does not generate any matches for 90 days, the autoemail is disabled and the agent is notified
• New item - “Welcome Email Ignored”- If a contact does not open the welcome to the portal email within 30 days, the agent is emailed advising them that the auto email is disabled (This was recently changed from 60 days)
• New item - “Initial Emailed Ignored”- If the contact does not click the link in a portal email after 20 days, the agent is sent an email warning that the auto-email is going to be disabled soon
• New item – “Ignored”- If the client has not clicked a link in an auto-email for 30 days, the search is disabled and the agent is notified
How the ASAP Option Works
The initial email for auto-notifications via the Matrix Client Portal using the ASAP setting typically goes out within 0-20 minutes. It is dependent upon how busy the email server queue is at that time. You set the Schedule for Auto Emails in the Schedule Section of the email itself.
Subsequent email notifications notifying the client that their portal has new listings, go out on a tiered delivery method dependent on how quickly the contact clicks on the link in the email to view the portal. Below is a breakdown of the tiered structure.
When the client clicks the link in their initial email for a new search to view the listing(s) within their portal, this triggers the Auto Email to generate the next email for new listings that match the search criteria to be sent immediately. This cycle continues as long as the recipient continues to click the email links each time they receive an email.
If the user does not click the link to go and see what's new, the Auto Prospector delays the next email for 4 hours. This is a deliberate action since the email has already been sent to indicate that there are new listings. The goal is to avoid spamming this client with multiple emails for each and every listing when the recipient is not interested in checking right away. The concern is that in a hot market a customer could literally receive hundreds of copies of the same email. Note, however, that as soon as the recipient clicks a “View Listings” link in the Auto Email notification, the next match is sent ASAP.
If a customer does not click the link in the email set up as ASAP, within two days, the emails scale back to daily. As soon as the customer clicks any link, the emails revert back to ASAP.