Email in Inmovilla
Complete guide to email in Inmovilla: comprehensive management of leads, inboxes, and sending
The integrated email system in Inmovilla centralizes and optimizes all communication of a real estate agency. From receiving leads from real estate portals to managing messages addressed to owners, demands, contacts, and collaborators, this tool facilitates thorough and efficient control. With proper configuration, it allows precise identification of the origin of each inquiry, automatic assignment to the corresponding sales agents, and constant tracking within the CRM.
It functions as a fully integrated email manager within the platform. It is easily accessed from the Email option in the sidebar, where unread messages are notified to ensure quick and organized attention.
Key features of Inmovilla email
The email inbox is designed so that the sales team can manage all their communication without leaving Inmovilla. Beyond simple email reception and sending, it offers advanced tools to classify conversations and act on each message quickly and effectively.
• Centrally consult received, sent, and unread messages.
• Access a specific inbox for leads, facilitating focused management of new opportunities.
• Archive, delete, mark as read or unread, and apply custom labels for precise organization.
• Transfer conversations to other users with the possibility to add internal comments to contextualize the assignment.
• Postpone messages to resume them at a later date, optimizing follow-up and prioritization.
• Schedule email sending for specific dates and times, adapting to the sales strategy.
• Filter messages by date, user, and other advanced criteria for efficient searching.
• Consult corporate office emails, provided the user has the necessary permissions.
This comprehensive approach eliminates dependence on external email accounts and avoids lead dispersion across multiple tools, ensuring a more coherent and productive workflow.
Internal email addresses: office and agents
It is important to highlight that, although the internal email address may appear in a technical unfriendly format (for example, [email protected]), the final recipient receives an email with a public and professional address, such as [email protected], thanks to an intelligent masking system.
Inmovilla automatically generates internal addresses both for the central office and for each sales agent. The office address is identified by the agency's unique code, while the individual address incorporates the Email ID assigned to each user.
The identifier of each agent can be consulted in Settings > Users, accessing the corresponding profile, where the Email ID field that forms part of their internal address is displayed.
For an agent to use this internal address and receive emails, it is essential that they have logged in with their credentials at least once. Until then, their internal email will remain inactive.
Sender configuration: office or agent email
The agency has the flexibility to decide which address appears as the sender when sending an email from an agent. This setting is crucial to personalize communication and ensure that replies are directed to the appropriate sales agent.
If this option is activated, the recipient will see the email registered in the user's profile, as the system masks the internal address to display it in a professional format.
To adjust this preference, go to Settings > Options > General within the application options. The option to show the agent's email replaces the office's general address with the internal address of the user sending the message.
• If the option is disabled, recipients will see the office's general corporate email.
• If enabled, the sender will be the email of the sales agent sending the message, personalizing communication.
• After making changes to permissions or options, it is necessary to log out and log back in for the configuration to take effect.
Access to settings, options, and user management is restricted to profiles with manager or administrator permissions, ensuring security and control.
Efficient inbox organization
The email inbox is structured into multiple folders that segment messages according to their status and purpose, facilitating orderly management. Among the most relevant folders are: Received, Sent, Unread, Leads, Reservations, GDPR, Postponed, Scheduled, Spam, Deleted, and Archived.
For the daily activity of the sales team, the Leads inbox is especially critical. Although leads may also appear in the received folder, this specific view allows focusing on reviewing and managing requests coming from real estate portals.
Color labels in the inbox facilitate prioritization and visual classification of requests, improving team productivity.
Hovering over a message in the list reveals quick actions that allow tasks to be performed without opening each conversation, optimizing workflow.
• Archive messages already managed to keep the inbox clean.
• Delete emails or mark as spam for effective mailbox control.
• Change status between read and unread to organize pending attention.
• Postpone messages to resume them at a more convenient time.
• Transfer emails to another sales agent with internal comments to facilitate collaboration.
• Consult related items when available for additional context.
Assigning emails to other users
The transfer functionality allows easily assigning a conversation to another team member directly from the inbox. When selecting this option, the recipient user is chosen and an internal comment can be added to provide context or additional instructions.
All assigned messages are recorded in the View transfers section, facilitating tracking and review of responsibilities within the team.
Advanced message search and filtering
At the top of the inbox are search tools and filters that allow narrowing emails by date range, user, status, and other custom criteria. The user filter is especially useful to quickly locate emails assigned to a sales agent or evaluate the individual activity of each agent.
When users have a photo or avatar in their profile, Inmovilla shows them alongside their filtered emails, improving visual identification. In the absence of an image, their initials are used to facilitate distinction among team members.
Management of corporate and agent emails
The general office mailbox centralizes all communications arriving through the official corporate address. Access to these emails is conditioned on a specific permission that enables their viewing.
Users with this permission can enable or disable viewing office emails from the inbox itself, allowing sales agents to focus exclusively on their personal messages or include the general mailbox for a complete view of agency activity.
Visual identification of lead origin from real estate portals
To improve lead management and classification, Inmovilla allows displaying the icon of the portal from which each contact originates, provided that this medium is configured in Lists > Media. This visual representation facilitates immediate recognition of the origin of each lead within the inbox.
This functionality is especially useful to segment requests coming from different portals and maintain more organized control of the digital capture process.
Automatic creation of demands from received emails
When the agency activates this option, leads arriving by email can automatically generate demands in Inmovilla, provided the message contains the necessary information to validate and register the request.
• Associated property reference.
• Valid contact medium, such as email or phone.
• Full name of the interested client.
The labels applied in the inbox indicate the status of the process:
Created: the demand has been successfully generated automatically thanks to the received information.
No reference: the lead lacks a property reference, preventing automatic creation of the demand.
Already exists: the contact is already registered in the database, avoiding duplicates.
If the Inbox functionality is enabled, a lead qualifier can also be activated that collects additional information to assess the contact's level of interest, thus optimizing opportunity prioritization.
Process to compose and send emails in Inmovilla
The composing form is uniform, whether initiated from the inbox, a property profile, or a demand. By clicking the New email button, an integrated window opens to prepare the sending.
This panel gathers in a single space the list of recipients, attachments, templates, and advanced sending options, facilitating the creation of complete and personalized emails.
To compose an effective email, it is recommended to follow these steps:
• Click New email to open the composing form.
• Add recipients manually or select directly from linked records such as demands, owners, or contacts.
• Indicate if the email is addressed to a collaborator; in this case, the message will be sent without including the corporate logo.
• Decide whether to send the email with or without corporate header, depending on the type of communication.
• Attach necessary files to complement the message.
• Apply a pre-designed template if you want to start from predefined content and save time.
• Write the subject and body of the message clearly and professionally.
• Send the email immediately or schedule its sending for a future date and time.
When selecting recipients from Inmovilla, it is advisable to verify that each contact is correctly included in the corresponding field before confirming sending to avoid errors.
Advanced features: scheduling sending and postponing conversations
Scheduling and postponing functions, although different, complement each other to improve workflow management.
Schedule email sending
Once the message is composed, you can select a specific date and time for sending. Scheduled emails are stored in the Scheduled inbox, from where they can be easily consulted and managed.
Postpone review of received emails
From an open conversation, the clock option allows selecting when you want the message to reappear in your main inbox. After confirming the date, the email moves to the Postponed inbox, helping organize follow-ups without saturating the active inbox.
This function is ideal to maintain orderly control of messages requiring attention at later times.
GDPR consent control before sending
Inmovilla incorporates an alert system to ensure GDPR compliance. When attempting to send an email to a contact who has not explicitly accepted receiving electronic communications, the platform shows a prior warning, allowing the user to decide whether to continue or cancel sending.
This mechanism provides an additional level of security and compliance in communications with contacts whose authorization is not registered.
Recommended routine for effective lead management via email
To maintain an orderly and efficient process, it is recommended to adopt the following daily routine:
• Prioritize reviewing unread emails and new leads in the specific Leads inbox.
• Identify the portal origin of each lead when configured as a medium, using visual icons.
• Verify that the lead includes property reference and complete contact details to facilitate automatic creation of demands.
• Check labels indicating if the demand was created automatically or if the contact already exists in the database.
• Assign the conversation to the appropriate sales agent through transfer when necessary.
• Postpone it for follow-up if it requires later attention.
• Archive resolved messages to keep the active inbox clean and organized.
Conclusion
Inmovilla email goes far beyond a simple system for sending and receiving messages. It is a comprehensive commercial management tool that centralizes lead capture and tracking, automates demand creation when information is sufficient, effectively distributes conversations among the team, and keeps pending follow-ups visible.
Proper configuration of users, permissions, sender addresses, and corporate mailboxes establishes a solid foundation for each email to be managed efficiently within the agency's commercial process, enhancing productivity and service quality.
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