How to Send, Track, and Manage Mails Seamlessly in Horilla CRM
Effective communication is the backbone of any successful sales or customer relationship process. However, constantly switching between your CRM and external email tools can slow things down and lead to missed follow-ups.
Thank you for reading this post, don't forget to subscribe!Horilla CRM solves this by bringing email functionality directly into your workflow. You can send, track, and manage emails without leaving the CRM, ensuring that every conversation stays connected to the right record.
Whether you’re reaching out to a new lead, following up on an opportunity, or maintaining an existing relationship, the built-in email feature helps you stay organized, responsive, and in control of your communication.
Where to Find Emails
Emails are available inside the Activity tab of any CRM record, such as Leads, Opportunities, Accounts, or Contacts.
To access:
- Open any record
- Click the Activity tab
- Select Email from the left panel
Here, you’ll see different sections like Mails, Drafts, and Scheduled.
Mail Configuration Requirement
Before sending emails, outgoing mail must be configured.
If it’s not set up, you’ll see a message like:
“Cannot send email — Mail can only be sent after outgoing mail is configured.”
To fix this:
- Click Configure Outgoing Mail
- Set up your email using SMTP (e.g., Gmail or other providers)
Once configured, you can start sending emails without restrictions.
Sending an Email
To send an email from a record:
- Click the Send Email button
- A compose window will open
Fill in the details:
- From — Select the configured email account
- To — Recipient (auto-filled from the record)
- Cc / Bcc — Optional recipients
- Subject — Email subject line
- Message — Write your email using the rich text editor
- Attachments — Add files if needed
Click Send Mail once you’re ready.
The email will be sent instantly and logged under the Mails section.
Tracking Emails
All emails sent from a record are automatically tracked and displayed in the email list.
You’ll be able to see:
- Recipient
- Sent date & time
- Status (Sent, Draft, Scheduled)
This ensures every communication is recorded and easy to revisit.
Managing Drafts
When composing an email, if you close the Send Mail window, Horilla CRM prompts you with a “Save Changes?” dialog. You can choose to:
- Save as Draft — Saves the email so you can complete and send it later
- Discard — Removes the unsaved email permanently
Saved drafts appear in the Drafts tab under the Email section. Each draft shows the recipient, and you can open it to continue editing or delete it using the action icons.
Scheduling Emails
Horilla CRM allows you to schedule emails for a future date and time. This is useful for planning follow-ups or sending messages at the most appropriate time.
To schedule an email:
- Open the Send Mail compose window
- Click the Schedule icon (clock icon) next to the Send Mail button
- A “Schedule Email” dialog will appear
- Enter the desired Schedule Date and time
- Click Schedule to confirm
Scheduled emails appear in the Scheduled tab. Each scheduled email shows the recipient and status. Available actions include canceling the schedule, viewing the scheduled time, or deleting the email.
Benefits of Using Email in Horilla CRM
- Centralized communication — All emails linked to CRM records
- Time-saving — No need to switch between email tools
- Better tracking — Full visibility of sent emails
- Improved collaboration — Team members can view the communication history
- Professional workflow — Draft and schedule emails with ease
The email feature in Horilla CRM is designed to simplify how teams handle communication. Keeping emails tied to CRM records ensures that every interaction is easy to track, review, and manage.
With options to send emails instantly, save drafts, or schedule messages for later, your team can work more efficiently while maintaining a professional approach. It also improves collaboration, as everyone has visibility into past communications without needing to ask for updates.
Once your outgoing mail is configured, you can handle all your email communication directly within Horilla CRM—making your workflow smoother, faster, and more organized.
