Email templates, reminders and chasers

Go to Settings, then Email and reminders.

Templates

Choose Add the starter pack for seven ready-made templates (records requests, engagement letter nudges and thank-yous) and three chase sequences. Choose New template to write your own, with a Name, Category, Subject and Body. The placeholders you can use are listed beside the editor.

Chase sequences

A chase sequence is a series of emails sent a set number of days apart. Choose New sequence, add steps (a template and the days after the previous email) and set Stops automatically when, for example when the client uploads what you asked for.

Automatic reminders

Under Automatic reminders, turn each reminder on or off, choose how many days before or after the date it sends, and tailor the subject and message. Reminders go to the client's portal email once per period. Preview due today shows what would send today, and Run now sends it straight away. Choose Save reminders.

On a client

• On the client's Emails tab, under Automated chasing, pick a sequence in Start a chase… and choose Start. Stop ends it early.
• The same tab lists every email sent to that client.
• Email at the top of the client record sends a one-off message. Use Use a template… to start from a template.

Sending from your own mailbox

Go to Settings, then Integrations, then Client email from your own mailbox. Enter your SMTP host, Port, security (TLS or STARTTLS), Username, password (often an app password) and From address, send a test email, then switch on Send through this SMTP server. Until you do, client emails are sent for you by Octotax's email provider.

Only the practice owner can change reminders and the mail server settings.