Instead of using an inbox to organize data, you can use a dedicated Board Email address to have incoming conversations automatically parsed into cards. Use this to easily track and manage leads, job applications, invoices, maintenance requests, and more. Contacts who email the board will be automatically saved to your contact list.
In this article, you will learn:
- How to generate a board email.
- Use cases for board emails.
How to Generate a Board Email
- From your board, click Card Sources in the left-hand menu.
- Select Board Email.
- Toggle the switch to the green ON position to enable the Board Email. A dedicated board email address will generate automatically. Click the Copy icon to copy the email address.
- Use the dropdown menu to select which contact type senders should be saved as. New contacts who email the board-specific email address will automatically save to your contact list as this type.
- Choose whether or not emails sent to the board email will be parsed against known formats (email parsers that have already been created). You can create cards from every email received or just those formats Aptly recognizes from parsable sources. Learn more about Email Parsers.
Use Cases for Board Emails
Board Emails can help to track and manage information in a collaborative and organized way, instead of cluttering your inbox.
- Resident, Tenant, or Owner Leads Add the board email to listings and advertisements. Automatically consolidate new leads to one Board. Each lead (incoming email) will be converted into its own card to track.
- Prospect Applications
Have your application notification sent to your Leads board automatically. Set your PMS notification email to the board email.
- Job Applications Use the board email for job applications. Add it to your website and allow any new job application submission to be populated as a new card on a hiring board.
- Invoices Vendors can submit invoices directly to the board email. All invoices submitted via email will populate as a card on your Invoice board.
- Maintenance Requests Communicate to residents or tenants to submit maintenance requests via the specific board email. Connect the board email address to your PMS or wherever requests are currently received. Whenever a new maintenance request is submitted, it will auto-populate as a card on your maintenance request board.
Using a mailto link with a board email address
You can mask your board email address in a simple clickable link. If you’re adding the board email to a communication template, you can add a link and insert: mailto:[paste board email address]. To add to a Plain Text Template:
- Highlight the text that you want to turn into a link.
- Type in mailto: in the URL and paste the board email address.
- Click Update.
To add to a HTML template:
- Select the text and click on the link icon.
- Type in mailto: and the Insert Link window will change.
- Paste the board email address in the Mail To field.
- Optional: Enter in a subject and a template to the body.
What Gets Parsed?
When you use a board email address, all emails will be parsed according to the content available in the email.
Email Part | Aptly Field |
Subject | Card Title (only if Manual Card Naming is enabled) |
Body | Description |
Attachments/Inline Images | Files Field |
Sender | Related Contact |
Email Parsers
Any emails sent through the board email address will be parsed against any of our existing email parsers automatically. For example, if you have your Zillow emails sent to the board email address, they will be parsed as if you have the email parser set up (including the contact and interested location).