Sending bulk and batch emails

Understanding the differences between sending a bulk email via your project pipeline and sending a batch email

Updated over a week ago

In HoneyBook, there are two ways to communicate with a large group of people at once: sending a bulk email via your pipeline, or sending a batch email via your batch email tool.


Both bulk emails and batch emails allow you to send a single email to many recipients at once, while still ensuring that each email is delivered to each contact individually (i.e. your many contacts will NOT suddenly have access to everyone's email addresses). The main differences lie in how recipients are selected, and how the emails you send are tracked. You can find the full breakdown below!


Bulk email sends

Bulk emails from the pipeline allow you to select who your email goes to by letting you choose up to 100 projects at once; then, all participants in the selected projects will receive the communication. The emails will be tracked in the activitiy feed of each selected project.

At the moment, only users with email integration can use the batch email feature.

You are not able to add attachments or HoneyBook files to bulk emails. You will need to send those messages out individually.

Selecting recipients: 

  • Recipients added based on which projects you select in the pipeline (i.e. every participant in project A, if selected, will receive the email, without the need to select the participants individually)

  • Given that selections are made through the pipeline, you can easily sort and segment your email send list based on project stage, date, etc.

  • You cannot search for individual recipients to add, and cannot add recipients who are not currently associated with a project

  • You can select up to 100 projects per bulk email

  • You can send up to 10 bulk emails per 24-hour period


Tracking email sends:

  • Once sent, emails will track in the activity feed of each project that you selected

  • Once sent, you can track whether the email was opened via the activity feed of each project that you selected

To send a bulk email:

1. From your HoneyBook home page, click the Projects tab.

2. Make sure your current pipeline view is of the most use to this particular email send—for example, perhaps you only want to reach out to projects in the Follow Up stage. Remember, you can:

  • Click into a particular project stage to only select projects at that stage in their lifecycle (or, select the active projects bucket to see all projects)

  • Click any column header to sort the list you're viewing by project name, date, type, etc.

3. Once in your selected list of projects, hover over a project and check the box that appears on the left side of the screen. This will make your bulk action options visible.

4. Check the boxes of the projects you want to email. Or, just check the box at the top of the column to select all projects in the list you're viewing!

5. Click the Send Email icon.

6. Select the email template you'd like to send, or choose to create an email from scratch.

7. Click Send when you're ready!


Your email will now go out to every participant within the projects you selected. Remember, these emails appear to each recipient as though they've been sent individually, so no one will see the email addresses of the other recipients.

You'll be able to see these emails tracked in the activity feed of the projects you selected, and you'll also be able to track if and when the project participants opened the email.


Batch email sends

Batch emails allow you to select any recipients from your full list of contacts, whether or not they're associated with projects, but do not allow you to sort/filter potential recipients based on project details. Sent batch emails will not track in any HoneyBook project.

At the moment, only users with email integration can use the batch email feature.

You are not able to add attachments or HoneyBook files to batch emails. You will need to send those messages out individually.


Selecting recipients: 

  • Recipients are added individually from your full list of contacts

  • You can search for and select individual contacts to add as recipients, whether or not they're currently involved in an active project

  • You cannot search or sort your contact list based on project details

  • You can send up to 2 individual batch emails per 24-hour period

  • You can send batch emails to up to 200 total recipients per 24-hour period


Tracking email sends:

  • Once sent, emails will track in your integrated email's outbox—they will not appear within project activity feeds

  • You can also review the email and track its status—recipients, open rates, etc.—from within the batch email tool

To send a batch email:

1. Click the Tools tab in your top navigation bar.

2. Select Batch Emails from the menu.

3. Click Create New Batch.

4. Craft and format your email! You can enter your text directly into the body of the email, or choose from your existing email templates.

To personalize the email, use the Insert client name button! This will insert a dynamic field into the email text, which will automatically pull each clients' first name into the email they receive.

5. Click Next when your email is ready.

6. Now, select your recipients by checking the box next to their names. You can also search for individuals using the search bar.

7. When you're ready, click Send Email.


Congrats! Now that your email has been sent, you'll even be able to review the email and track its status—recipients, open rates, etc.—from within the batch email tool.

📣 Note

The batch email feature is currently set up to send one-time emails, and is not able to set up a drip campaign or recurring emails.


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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