Communicating through HoneyBook

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

Updated over a week ago

HoneyBook offers a number of options that let you stay in the driver’s seat when communicating with clients. Below, we’ll look at all of the different ways you can create, customize, and track email communication.

Choose the sender

In HoneyBook, you can either:

Use our sender (default)

You can send and receive messages through HoneyBook as soon as you sign up. If you don’t have an email to integrate, or just choose not to, the "from" email your clients see will simply be [email protected].

Integrate your email address

HoneyBook supports integrations with all major email providers such as 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

To integrate your email address, follow the steps here.

Customize your emails

Create an email signature

By creating an email signature, you can highlight your brand’s logo and colors, add your contact information, and even include links. Then, at the end of your emails, pull this signature in with just a few clicks to guarantee a professional look in every email, every time.

Create email templates

You can create reusable email templates, which you can then insert into any communication with just a few clicks (and customize for the client from there).

For example: If you find yourself typing up the same message more than once, and expect to do so again in the future–this message would be perfect as a time-saving email template.

📚 Tip

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.

Adjust the 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 the first client's first name

  • Add your email signature

  • Add file or image attachments

📣 Note

Pictures cannot be added to the body of emails, but you can add them as email attachments.

Send a message

In HoneyBook, there are a few different ways to send an email. You can always type up a message from scratch, or pull in a pre-created email template to save time.

📚 Tip

All emails in Honeybook must be sent through a project–projects are the “folders” that house all of the communication, files, and details related to a specific job. When a response comes in, it will similarly be tracked in the project (plus a few other places).

From a project’s activity feed

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

With a smart file

When sharing a smart file, you can do so via email or direct link. If the former, you can customize the email that goes out with the file, and it will be sent to all participants in the project workspace.

From the client workspace

You can send an email in any project that a client is part of via the client workspace–learn how here.

Via batch or bulk email

The batch and bulk email tools allow you to send one email to a group of contacts—perfect for marketing blasts.

📣 Note

Batch and bulk emails are available only for users with email integration.

Via automation

For emails that might be standardized across certain project types, you can create automations to automatically send at the trigger and timing of your choice–saving you the time of typing up and manually sending the same message again and again.

Track responses

Via project

Whenever a client replies to a message that originated in HoneyBook, or sends a new message through the client portal, it will appear in the corresponding project’s activity feed. Clicking into a specific project and scrolling through its activity feed gives you an overview of all communication that has taken place since the project’s creation.

Via client workspace

Need to view a specific client’s communication history across all projects? The client workspace is for you.

Via 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.

The messages that appear in the Inbox widget are:

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

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

📣 Note

The following 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 via 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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