Saving emails to people timelines (Smart Bcc)

Updated 2 months ago

Beacon makes it easy to log emails you send to your supporters into your database, using our "Smart Bcc" future.

link Introducing "Smart Bcc"

Every Beacon account has a unique email address (e.g. [email protected]) that you can Bcc on the emails you send to your supporters.

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If the person you're emailing in exists in Beacon (based on the email addresses you send to) then the email will be automatically saved to their timeline.

If the person doesn't exist in Beacon, we'll create them for you and then auto-log the email to their timeline.

Screenshot 2019-10-19 at 12.33.12

This feature works in any email provider, including:

  • Outlook
  • Gmail / G Suite
  • Yahoo
  • iCloud
  • iOS Mail
  • Apple Mail
  • Mozilla Thunderbird
  • Any other email client

link Your Smart Bcc email address

You can find your account's unique email address in Settings > Email via the sidebar:

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link Email visibility

Users can control the visibility of emails they send to people's timelines in Beacon, using the padlock icon on the emails:

Screen Recording 2019-10-19 at 12.52 pm

By default, emails logged to timelines in Beacon can be read by all team members in your account. If you'd like to change this, each user can change this on the Settings > Email page:

Screenshot 2019-10-19 at 12.56.49

help_outline Only the user who sent the email can control the visibility of an email to the rest of your team.

link People who don't exist in Beacon

If you Bcc Beacon on an email you send to one of your supporters, and they don't already exist in Beacon, by default we will create them for you, and then log the email to their timeline.

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If you like, you can change this behaviour, so emails will only be logged to people who already exist in Beacon:

Screenshot 2020-01-25 at 14.17.08

link Frequently asked questions

link Why isn't it working?

There's only a few criteria that will need to be met for this to work:

  1. Sending from an email address that is a registered user in Beacon (the email you log in with)
  2. Your specific Smart Bcc email address is in the 'Bcc' field of your email
  3. The address you're sending to is in the 'To' or 'Cc' field of your email (not Bcc)
  4. The email and any attachments are <10MB in size

If your emails are not logging to timelines, it's almost always number 1 - check which email you're sending from! If you're using the 'Send email from your email provider' button in Beacon, it may be that your default email is not set to be the one you use for Beacon.

link I have some duplicate people in Beacon, will emails be logged to both timelines?

Yes! We also recommend that you merge any duplicates as and when you find them.

link What happens if I Bcc Beacon on an email to a supporter, but they don't yet exist in Beacon?

If someone doesn't exist in Beacon already, we'll automatically create a person record for them for you, and log the email to their timeline.

link Can anyone use this "Smart Bcc" address?

Beacon will only save emails to your database if the person sending them is a user of your account, based on the email address each user has saved in their user preferences.

This is for security - you wouldn't want just anyone to be able to log emails to your contacts!

link Can part-time users log emails on any day?

Yes! Even if someone is using a part-time licence they'll still be able to Bcc emails to Beacon 7 days a week. The 'part-time-ness' of their licence just applies to logging in and using Beacon.

help_outline This does not apply to read-only users - they are unable to write information to the database, including emails to the timeline.

link Can we use this Bcc address in bulk emails?

At the moment, we'll log an email to a maximum of 200 contacts. As such, this feature is not well suited to bulk emailing supporters. We recommend using MailChimp for bulk emails.

You should not be using Outlook or Gmail to send emails in bulk.

link How long does it take for emails I sent to Beacon to appear in people's timelines?

Usually less than 20 seconds.

link Will this work on emails I forward?

No - Beacon checks the "To" and "Cc" fields in order to log the communication, so it doesn't work on emails you've forwarded.

link Can I log incoming emails?

Yes - although not automatically. To do this, you'll want to create an "Email" Activity type - Adding custom activity types You can then create a new activity using the "Email" type, copy and paste the email into here, and save to the timeline.

link Are there any limitations?

If your email (and attachments) are over 10MB in size, Beacon won't store them - it's pretty rare you'll need to send an email this large, but worth being aware of to avoid annoyance down the line! Email gif


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