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Communicating through HoneyBook
Communicating through HoneyBook

How to send emails, files, and other attachments to clients and collaborators through the platform.

Updated over a month ago

HoneyBook provides several options for you to communication with clients. In the following sections, we explore the different ways to create, personalize, and monitor email communication.


Choose the email sender

In HoneyBook, you can have either the platform's sender ([email protected]) or your integrated email address send emails.

Use HoneyBook's email sender

Start sending and receiving messages through HoneyBook immediately after signing up. If you don't have an email to integrate or choose not to, the email address your clients will see as the sender will be [email protected].

Integrate your own email address

HoneyBook supports integrations with all major email providers, like Gmail, Yahoo, AOL, iCloud, Microsoft Outlook, Hotmail, Live, and more. Here’s what you can expect if you integrate your email with HoneyBook:

  • The “from” email your clients see will be the email address that you integrate

  • Any client replies to threads that started in HoneyBook, or new client messages sent through the client portal, will appear in HoneyBook and your email inbox

  • Any messages you send through HoneyBook will also appear in your integrated email’s Sent folder

  • If you or a client start a new thread from your email inbox, it will not appear in HoneyBook


Set the recipients

When communicating through HoneyBook, you have the option to adjust email recipients—much like in your own email inbox. This helps you personalize and manage communication, ensuring only the relevant stakeholders get your message.

From the recipient field, you can:

  • Add a recipient: Click the plus (+) sign > add a project participant

    • If you add an entirely new participant to the project, they’ll have access to all of the emails and files sent previously through the project

    • The selected recipients will get the message in their email inbox, and the message will also appear in the client portal for them

  • Remove a recipient: Click the X by their name

    • Anyone removed will not receive or be able to view the message

    • If they're added back to the thread at a later point, they may be able to view some of the previously-sent messages from their email inbox


Customize your email before sending it

When writing an email, you can edit the formatting, add a signature, or use a saved template. Note that you cannot insert pictures directly into the email, but you can attach them as files.

Adjust the email's styling

Whether you’re working on an email template or sending a message through a project, it’s important to understand your formatting options. In HoneyBook, you can:

  • Format text with bolding, underlining, etc.

  • Hyperlink text

  • Dynamically insert smart fields

  • Add your email signature

  • Add file or image attachments

Use an email signature

Create an email signature to showcase your brand's logo, colors, contact information, and links. Insert this signature into your emails with a few clicks, ensuring a professional appearance every time.

Create an email template

You can create reusable email templates to insert in any communication with just a few clicks. These templates can also be customized for each client. This is particularly useful if you frequently have to type up the same message and anticipate doing so in the future, as it saves time.

Remember to add your email signature to your email templates to save the step of adding your signature every time you pull in an email template.


Pick how you'll send the email

In HoneyBook, you have two options for sending emails: typing up a message or using a pre-created template. All emails must be sent through a project, which is where all communication, files, and job details are stored. Responses will also be tracked within the project.

From a project's activity feed

Learn how to send a standalone email through a project’s activity feed. Once sent, all participants in the project workspace will receive the email.

Along with a file

You can share a smart file through email or a direct link. If you choose email, you can customize the message that accompanies the file, and it will be sent to all project participants.

From the client workspace

You can send an email in any project that a client is part of the client workspace.

Batch or bulk send

The batch and bulk email tools allow you to send one email to a group of contacts—perfect for marketing blasts. Batch and bulk emails are available only for users with email integration.

With an automation

To save you from repeatedly typing and manually sending the same message, you can utilize automations for standardized emails in specific project types. These automations allow you to send the desired message at your preferred trigger and timing.


Track emails and responses to them

Too track emails as you send them and client emails come in, review them from the project workspace, client workspace, and from your home page's Inbox widget.

From a project's activity feed

When a client replies or sends a new message through HoneyBook, it will show up in the project's activity feed. By clicking on a specific project and scrolling through its activity feed, you can see all communication that has occurred since the project was created.

From the client workspace

Need to view a specific client’s communication history across all projects? The client workspace is where to find it.

From the Inbox widget

The Inbox widget on your home page tracks recent unread client and collaborator messages across all projects, giving you a bird’s-eye-view of where you may need to follow up.

These messages will appear in the Inbox widget:

  • Unread client and collaborator replies to emails that started in HoneyBook

  • Unread, new client and collaborator messages sent through the client portal

These messages will not appear in the Inbox widget:

  • New email threads that clients or collaborators start from their email inbox

  • Team member emails

  • Messages will disappear from the Inbox widget when you view the message using the activity feed of the related project workspace.

Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!

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