The email management system in onOffice enterprise is perfectly tailored for real estate marketing: link data records, document activities, answer portal enquiries and much more.
The email management system in onOffice enterprise offers every convenience of an email client: mark, forward, filter, and schedule emails – whether your mailbox is hosted with us or externally via Strato, Google, Office 365, etc.
With templates, placeholders, and automations, you reduce processing time and personalize every contact. Your clients will feel personally attended to – without additional effort.
There are many email clients, but only one that truly enhances your daily workflow.
Organization is half the battle when it comes to email: Simplify your communication and always keep an overview.
The integrated email client documents all email traffic in the digital Agent’s log.
Host mailboxes with onOffice or easily integrate via IMAP or POP3.
Respond to portal enquiries personally with just one click.
Create and send newsletters with our mass mail function or use your own newsletter tools.
Our email client is fully integrated into the software – that’s why it can do more than others. Here’s an overview of its features:
Manage emails on the go using the onOffice App. You can choose which and how many of your mailboxes to manage in the app, to keep a clear overview wherever you go.
The security of your data is our highest priority. We host onOffice mailboxes on specialized email servers in Germany. All data is stored encrypted and regularly backed up. The email management system also offers audit-proof email archiving with the security package, ensuring you’re covered in case of emergencies.
Whether your mailboxes are hosted with onOffice or externally with another provider: Integrate your existing email mailboxes easily via IMAP or POP3 and benefit from the comprehensive features of our email management system. Outlook 365 mailboxes can be connected via Graph API. The user-friendly interface and numerous automations will soon have you handling all your emails exclusively in onOffice.
Respond to portal enquiries with just one click using our email management. Customize responses by selecting appropriate cover letters and property profiles tailored to each target group. Enhance enquiry management further with email filters that automatically categorize requests into designated folders.
A highlight of the software is its Enquiry Manager, which automates the handling of incoming portal requests.
Our email management system includes a sophisticated mass mail function for contacting multiple clients simultaneously. This is how you build your own newsletter marketing. All necessary fields are included in the software.
Additionally, the onOffice Marketplace offers a newsletter connector to Mailchimp and Brevo. You can also integrate other newsletter systems using the onOffice API if needed.
For real estate agents, this means: all emails regarding properties, owners and prospects are documented exactly where the data is located. Seamless integration into the software enables a smooth workflow – a benefit for daily work that an external email client cannot provide.
Customizable templates accelerate your communication.
Macros allow you to embed any field in the software into emails. This is how you personalize your emails and automatically insert details and values from the property.
Emails linked to a property or contact aren’t lost after deletion from the mailbox. They remain stored in the agent’s log and can be viewed there at any time.
Create new customer records from an email with a single click. You can also create appointments and tasks or initiate processes directly from the email.
Discover the benefits of an integrated email management and test onOffice enterprise for 7 days free of charge and without obligation.
In our training video, you will gain an insight into the email management in our software.
Our email management is included in all versions of onOffice enterprise:
Outlook, Google Mail, or Thunderbird are great – but they have a flaw: important emails and attachments aren’t clearly linked to the corresponding property. This complicates documentation and proving correspondence in emergencies – essential for real estate agents.
Our email management system provides a full-featured email client with everything you need.
One of its many advantages: correspondence and attachments are automatically documented in the respective contacts and properties.
With audit-proof email archiving, you fulfill legal requirements for storing your email correspondence. Especially for real estate agents, it is essential to keep emails and documents in a legally secure and tamper-proof manner.
Our customers report how reliable the email management in onOffice enterprise is.
Thanks to the automatic email sending, we no longer search for email attachments. Emails are directly linked to the property and sender – ensuring all employees have a clear overview of the history of interested parties.
Marc Wyss, Managing Director
In addition to these everyday functions, m² Immobilien also uses audit-proof email archiving. The mailboxes and domains are hosted directly with onOffice, simplifying many applications.
Hans Buchs, Managing Director
We travel a lot and can quickly respond to enquiries using the app. The various macros and email templates make our work easier.
Egzon Beqiri, Managing Director
We answer frequently asked questions about managing emails in onOffice enterprise.
Regardless of which provider you use, almost all mailboxes can be integrated into onOffice enterprise:
In our experience, the best approach has proven to be integrating mailboxes that are hosted with us.
The integration of a mailbox into our real estate software offers many advantages. The biggest benefits are:
Yes and no. A distinction must be made here between documentation and archiving. The seamless documentation of emails in the agent’s log and in the activities is ideal for the real estate agent’s duty of disclosure to owners and customers. However, by default, this pure storage in onOffice enterprise is not considered legally secure archiving in the sense of the GoBD. To meet legal requirements, we offer audit-proof email archiving via Benno MailArchiv.
If you write an email from a contact record or property record, this record is automatically linked. Alternatively, records can be linked in a blank email within the email composer under “Separate recipients” and “Properties”.
For incoming emails, the system recognizes the contact automatically if the sender’s email address is stored in an existing record. If no contact is recognized, you can use “Assign/Create” in the header of the email to assign an existing contact record or create a new one, as well as link a property.
You can create a new email template under Edit >> Templates / Files >> “Email Templates” tab. Click on the plus symbol, configure the most important settings such as name and category, and fill in your template. Create as many templates as you need for your workflows and organize them into different folders and categories. Furthermore, use macros for more convenient communication.
To use a template, click on the “Template” dropdown when composing a new email and select the desired option. If you use macros in your template, these will be automatically replaced by the correct values when sent.
Your created templates can also be selected for automated emails, such as in processes or for automatic brochure dispatch.
Discover features that perfectly complement the email management.
Create professional brochures in no time with our modular system.
Excellent contact maintenance is the foundation for long-term relationships.
Analyze marketing activities and keep the property owner up to date.
