A quick overview of the email-related features Pixifi provides

Send automated and template-based emails of all kinds and connect your inbox to view email correspondence with a respective client or vendor, etc.

Table of Contents:

1. Sending emails from within Pixifi
2. Viewing email correspondence within Pixifi
3. Common Issues & Troubleshooting

Sending Emails from within Pixifi

Pixifi, as a photography business management software, offers various use cases for sending emails directly from within the application. The most common ones include:

1. Client Communication: Sending booking confirmations, session reminders, and follow-up emails.
2. Staff Communication: Automating internal communications such as staff scheduling notifications, task assignments, or internal updates. External communication to clients from your staff members can also be automated and streamlined with the use of templates.
3. Vendor Communication: Streamlining communication with vendors through automated emails for event details, requests for quotes, or collaboration coordination.
4. Event Reminders: Automated reminders for upcoming shoots or events.
5. Invoice and Payment Notifications: Alerts for newly issued invoices, payment reminders, and payment confirmations.
6. Project Updates: Communicating progress on ongoing projects or delivery of final products.
7. Automated Responses: Setting up auto-responders for new inquiries or common questions.
8. Feedback Requests: Sending out surveys or requests for reviews post-session or event.

Each of these use cases involves tailored communication, enhancing client engagement, and streamlining business operations. Pixifi's integrated email system allows for personalization and automation, making it a vital tool for efficient client management and marketing.

Using your brand's email address when sending emails from Pixifi (aka Custom SMTP)

Emails you send from within Pixifi will come from Pixifi's domain (ie studioXYZ@pixifi.com). Many users prefer to remove Pixifi in this context, such that all emails sent are from the exact email address of their studio (ie info@studioXYZ.com).

If you'd like emails to come from your brand's email address, here's an article with step-by-step guidance:

Using your brand's email address when sending emails from Pixifi (aka Custom SMTP)

Viewing email correspondence within Pixifi

Connecting your inbox to Pixifi (aka Email Sync or IMAP)

Email Sync or IMAP (Internet Message Access Protocol) integration in Pixifi is a feature that allows you to synchronize your external email account (like Gmail, Yahoo, Outlook, etc.) with your Pixifi account. This integration has several key aspects:

1. Two-Way Synchronization: Emails sent from your external account can appear in Pixifi, and vice versa. This ensures that all client communications are centralized within Pixifi, regardless of where the email was originally sent from.

2. Real-Time Access: IMAP provides real-time access to your emails. This means when you read, delete, or move an email in Pixifi, these changes are reflected in your external email account, and vice versa.

3. Organized Communication: It helps keep client communications organized. Emails related to specific clients or projects can be linked to their respective records in Pixifi.

4. Accessibility: Since IMAP stores emails on a server, it allows you to access your emails from multiple devices, which is beneficial for photographers who are often on the go.

5. Efficiency: It streamlines your workflow by reducing the need to switch between different applications for email communication.

Here's a step-by-step guide: How to connect your inbox to view email correspondence within Pixifi (aka Email Sync or IMAP)

Common Issues & Troubleshooting

Unfortunately, the majority of common issues with email are beyond Pixifi's control, as they pertain to the settings and procedures determined by the email service providers. With this in mind, here's a short list of things that create issues:

1. Changing or updating your Google password, which invalidates any app-specific passwords currently in use by the respective applications (like Pixifi)
2. Similarly, changing your credentials with an email service (like GoDaddy or Outlook), means you also have to update them in Pixifi.
3. If your email hosting provider migrates servers (which would change the 'Host,' and 'Port' details), you likely need to update your configuration in Pixifi according to the changes your email provider has made.

Troubleshooting:

Identify whether you're having a problem with a) connecting your inbox to view email correspondence within Pixifi (aka Email Sync or IMAP) or b) using your brand's email address when sending emails from Pixifi (aka Custom SMTP) to determine the settings that likely need to be updated. If you use the same provider for both and use both features, you need to update both sections in Brand Settings. If you only use one feature, you can ignore the other.

If you are seeing a 'SMTP Settings' error, you can utilize the following to update your settings:

• Using your brand's email address when sending emails from Pixifi (aka Custom SMTP)

If you no longer see email correspondence a client or vendors record under the 'Contact' tab, you can utilize the following to update your settings:

• How to connect your inbox to view email correspondence within Pixifi (aka Email Sync or IMAP)