Sending Email Messages from EduCtrl

Learn how to configure and send email messages in EduCtrl CRM, including setting up SMTP, syncing emails, using message templates, and sending bulk broadcasts.

Prerequisites

• Admin or staff access with permission to configure email settings.
• Email SMTP details ready for configuration.

1. Configuring Email SMTP Settings

To send emails from EduCtrl, you must set up the SMTP configuration:

1. Navigate to Settings > Email SMTP.
2. Click Edit next to Individual Emails.
3. Enter your SMTP server details: email address, password, SMTP host, port, and connection type (SSL/TLS).
4. Use an email address dedicated for sending notifications (e.g., noreply@yourdomain.com).
5. Save the settings.

Note:
- For Google Workspace accounts, OAuth 2.0 is required. Follow the Google Workspace integration guide to create a Google Cloud app and authorize it.

2. Testing Email Configuration

After configuring SMTP:

• Use the Send Test Email button to send a test message to your email address.
• Verify receipt to confirm settings are correct.

3. Email Sync

Sync your email accounts with EduCtrl to automatically:

• Create new leads from incoming enquiry emails.
• Log all email communications to the lead or student’s activity history within the CRM.

4. Using Message Templates

Customize and manage email templates to streamline communication:

• Navigate to Message Templates > Email Templates.
• Enable or disable templates for different scenarios.
• Use personalization variables such as #first_name#, #full_name#, #sitename#, and #siteurl#.
• Utilize the AI Rephrase feature to enhance message professionalism.

5. Sending Emails to Leads or Students

• From a lead or student profile, select Send Email.

  

• Compose a new message or select a pre-existing template.

• Preview and send the email directly from EduCtrl.

  

6. Bulk Email Broadcasts

To send emails to multiple recipients simultaneously:

1. Go to the Broadcast section.
2. Compose your message.
3. Select recipients (students, staff, or agents).
4. Choose the notification method (Email, SMS, WhatsApp).

5. Preview and send the broadcast.

   

Tip: For large lists (1000+ contacts), use a dedicated bulk email service (e.g., Mailjet, Brevo, SendinBlue) to avoid sending limits.

Tips & Best Practices

• Always test SMTP settings before sending emails.
• Use personalized templates for better engagement.
• For bulk messaging, prefer dedicated services for reliability and compliance.
• Regularly update message templates to keep content fresh and relevant.