support center

Bulk email

How does bulk emailing in Close.io work?

Close.io lets you easily send an email template to all the leads that appear in a search query or Smart View. From any search results or Smart View page just click the "Email" button at the top. 

Then you can confirm you want to continue after reviewing a couple of options:

Clicking "Preview" will allow you to double check that all of your email template tags are being filled in properly, allowing you to cancel the email and make any changes needed.

Just one final click of the blue button and the email will be sent out to all matching leads.

You'll receive an email when the bulk sending has completed. (You'll also receive an email if there are any errors.)

How many emails can I send at a time?

Close.io currently limits you to sending emails in batches of 100,000 leads at a time, though there's no limit on how many batches you can send. If you need to email more than 100,000 leads then you can break it up into smaller batches by adding a limit keyword to your search query, such as limit:50000

Is there a limit for the number of emails I can send?

It's important to note that Close.io sends email through your own SMTP email server. Bulk emails in Close.io are sent just like any other email you send in Close.io and are based on your outgoing (SMTP) email settings.

Some email providers, such as Gmail / Google Apps, will throttle or restrict the quantity or frequency of outgoing emails you're able to send in a given period of time. It's recommended that if you plan on sending more than 500 emails in a 24 hour period that you setup a 3rd party email server for sending email. If you're using Google Apps / Gmail as your email provider you can find their limits here: https://support.google.com/a/answer/166852 Read more below.

Using a separate email service for outgoing emails

You can set Close.io to use a separate email service/server to send email through. At a high level it's recommended to:

  • Keep sending email "From" your main email address.
  • Change your outgoing email settings (SMTP) in Close.io so that Close.io sends emails through a service that specializes in sending email without limiting your quantity.
  • Keep your incoming email (IMAP) settings in Close.io so that they point at your main email inbox server (e.g., imap.google.com or whatever email system your main work email system uses).

We recommend signing up for a service such as Mailgun, Sendgrid, or Amazon SES. Then there are 2 main steps:

  1. For the highest level of email deliverability, follow instructions that they provide to set your DNS records so that your SPF records indicate that their service has permission to send email from your domain name.
  2. Inside Close.io email settings, change only the "SMTP Credentials" section and enter the SMTP host, username, and password information that Mailgun, Sendgrid, or Amazon SES provides you.

For setting up Mailgun, check out our walkthrough for the steps above.

If everything is setup and working properly then recipients of your Close.io-sent emails won't notice that you're using a 3rd party service to send email. And your incoming emails should continue showing up inside of Close.io

Please contact support@close.io if you need any assistance.

Does Close.io prevent me from sending duplicate emails?

Close.io does not prevent you from sending the same message to someone multiple times. We will warn you, however, if you're about to send an email template to leads which have previously received the template. You can add not emailed_template:"My Template Name" to your search query to exclude such leads. However you'll still need to take care to avoid having duplicate leads with the same email address or else they may receive the same email multiple times.

Why is the number of leads shown with the "~" symbol?

"~" means "approximately." There are a couple reasons why we can't show you the exact number of leads that will be sent emails.

  • When you submit the Bulk Email form, you're telling Close.io to "send emails to all leads that appear in this specific search query." The number of leads that you saw when you performed the search could potentially change by the time the emails are finished sending. This happens in cases where: leads get changed (by a coworker, by an incoming email, by a last updated date, etc.) in such a way that they get added/removed from the results for your query.
  • Some leads may not have any email addresses on them, so they would be skipped.

Are bulk emails stored in my Sent folder?

Close.io generally stores all sent emails in your IMAP/Gmail Sent folder if IMAP is set up on the email account that is used to send the bulk email. However, sent emails won't be stored in your Gmail Sent folder if you're sending a large bulk email (> 10000 leads), and have a Gmail IMAP server (but a non-Gmail SMTP server). This is due to Gmail limitations and prevents Google from throttling the Gmail account.

Can I select specific contacts within a lead for bulk email?

At this time, your only options are to email either only the first contact in a lead, or all contacts. We plan to allow more granular selection options in the future.