Qobrix CRM Email Automation
A complete step-by-step guide for configuring Qobrix CRM email automation, including branding, consent settings, lead notifications, campaign setup, trigger conditions, troubleshooting, and responsive tables for clear, structured navigation.
1
Qobrix Email Automation allows your agency to send timely, personalised emails to leads whenever a property matches their search criteria or a property they are interested in drops in price — all without manual effort from your team.
This guide walks you through every configuration step required to activate email automation, from initial brand setup through to campaign creation and lead management.
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Automate your property alerts and keep leads engaged.
⚠ Important: All four setup steps below must be completed in order before automated emails will be sent to your leads.
| Step | Area | What You Will Configure |
|---|---|---|
| 1 | Branding Module | Agency name, colours, address, email and logo |
| 2 | Settings Module | Website URL, email opt-in and privacy policy URL |
| 3 | Lead Record | Notification preferences per lead (price drop / matching) |
| 4 | Campaigns Module | Automated email campaign creation and activation |
3
Configure your agency branding so it appears consistently across all automated emails.
Before email automation can send communications to your leads, your agency's brand identity must be configured in Qobrix. This ensures every automated email is professionally branded and recognisable.
Navigate to the Branding page from the Administration Panel, then click Add or Update to open the brand configuration page.
Complete the following required fields:
Name — Your agency's official trading name as it should appear in emails.
Primary Colour — The main brand colour used for email headers and call-to-action buttons (hex value, e.g. #1E4D8C).
Secondary Colour — A complementary colour used for accents and secondary elements.
Address — Your registered business address, which is included in the email footer for legal compliance.
Email — The sender email address that will appear in the From field of all automated emails.
Logo — Upload your agency logo file (PNG or JPG recommended). This will appear at the top of all automated emails.
Tip: Use a high-resolution logo with a transparent background (PNG format) for the best visual result across all email clients.
4
Configure system settings required for legal compliance and dynamic property links in emails.
From the Administration panel, navigate to Settings and locate the Website URL section. Enter your property portal URL in the following format:
https://example/properties/view/{{ref}}
Replace example with your actual domain name. Qobrix will automatically substitute the {{ref}} placeholder with the unique property reference number when generating email links, allowing leads to click through directly to any property featured in an email.
5
In the Consent Management section within Settings, locate the Email Messaging Opt-in toggle and enable it.
Still within the Consent Management section, enter the full URL of your agency's privacy policy page. This link is embedded in the consent request email that new leads receive, ensuring your communications are compliant with data protection regulations.
Legal note: Enabling Email Messaging Opt-in means the system will automatically request consent from new contacts before sending them marketing emails. Ensure your privacy policy is publicly accessible at the URL you provide.
6
Enable email notifications on individual leads to include them in automated campaigns.
Even with campaigns active, a lead will only receive automated emails if the relevant notification preferences have been enabled on their lead record.
How to enable notifications for a lead:
Open the relevant lead record from the Leads module.
Click Edit to enter editing mode.
Locate the notification fields and enable the applicable options.
Notify Properties Price Drop — the lead will receive an email whenever a property they have expressed interest in is reduced in price.
Notify Matching Properties — the lead will receive an email whenever a newly listed property matches their search criteria (beds, baths, location, price range, etc.).
Click Save to apply the changes.
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If your agency has enabled Email Messaging Opt-in in Settings, the system handles consent automatically for new contacts:
A new lead is added to the CRM and this is the first lead record created with that contact's details.
The system automatically sends a consent request email to the contact asking permission to receive property alerts.
If the contact provides consent, they are eligible to receive automated campaign emails going forward.
You do not need to manually opt-in new contacts — consent collection is handled automatically.
Note: For existing contacts with more than one lead already in the system, the agent will need to confirm consent preferences manually on the lead record.
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Create and activate your automation campaign in the Campaigns module.
With branding, settings, and lead preferences all configured, you are ready to create an email automation campaign.
Creating a new campaign:
Navigate to the Campaigns module from the main navigation.
Click Add New Campaign.
Set the Campaign Type to Emails.
Enter a descriptive Campaign Name (e.g. "Q1 Property Alerts — Matching & Price Drop").
Select the campaign Start Date and End Date to define the active period.
Click Save to create the campaign shell.
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Once the campaign is saved, locate the Automation Emails section within the campaign record and click Add to configure an automated email. Complete the following fields:
| Field | Description |
|---|---|
| Subject Line | The email subject that leads will see in their inbox. Keep it clear and relevant, e.g. "New properties matching your search" or "Price reduced on a property you viewed". |
| Type | Select either Matching Properties or Price Drop. |
| Frequency | How often the automation should check and send emails — e.g. immediately upon trigger, daily digest, or weekly summary. |
| Email Template | Select the pre-designed email template to use for this automation. |
| Brand | Select the brand configured earlier. This applies your agency's logo, colours and contact details to the email. |
| Status | Set to Active to enable the automation. Emails will not be sent until this is set to Active. |
Best practice: Create two separate automation emails within the same campaign — one with Type set to Matching Properties and one set to Price Drop — so that both notification types are handled within a single campaign.
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The following scenario illustrates what happens from the moment a new lead enters the system to the point where automated emails are triggered.
| # | Stage | What Happens |
|---|---|---|
| 1 | Lead Creation | The agent adds the contact details and creates a new lead record in Qobrix. |
| 2 | Consent Request | If Email Messaging Opt-in is active in Settings and this is the first lead for this contact, the system automatically sends a consent request email to the lead. |
| 3 | Property Preferences | The agent populates the lead record with the properties the lead is interested in, along with their search criteria. |
| 4 | Notification Settings | The agent enables Notify Properties Price Drop and/or Notify Matching Properties on the lead record as appropriate. |
| 5 | Matching Property Listed | When a new property is added to the CRM that matches the lead's saved criteria, the automation triggers and sends a Matching Properties email to the lead. |
| 6 | Price Drop on Saved Property | When the price of a property the lead has expressed interest in is reduced, the automation triggers and sends a Price Drop email to the lead. |
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An automated email is only sent to a lead when ALL of the following conditions are simultaneously true:
The lead has provided email consent (or Email Messaging Opt-in is disabled in Settings).
The relevant notification type (Price Drop or Matching Properties) is enabled on the lead record.
An active email automation campaign exists for that notification type with a current date within the campaign's start and end dates.
A qualifying event occurs — either a matching property is listed, or a watched property's price is reduced.
If any one of these conditions is not met, the automated email will not be sent. Use this checklist to troubleshoot if leads are not receiving emails.
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Troubleshooting
| Symptom | Likely Cause | Resolution |
|---|---|---|
| Lead receives no emails at all | Consent not given or not requested | Check Email Messaging Opt-in is enabled in Settings and the lead has provided consent |
| Lead receives no matching property alerts | Notify Matching Properties not enabled | Edit the lead record and enable the Notify Matching Properties field |
| Lead receives no price drop alerts | Notify Properties Price Drop not enabled | Edit the lead record and enable the Notify Properties Price Drop field |
| No emails sent from any campaign | Campaign is inactive or date range is wrong | Open the campaign, check it is set to Active, and verify the start/end dates include today |
| Email links to properties are broken | Website URL not configured in Settings | Go to Settings → Website URL and add the correct property portal URL |
| Emails display no branding | Brand not selected on the automation email | Edit the automation email within the campaign and select the correct brand |
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Use this checklist before going live with email automation:
Brand configured with name, colours, address, email and logo
Property Website URL added in Settings
Email Messaging Opt-in enabled in Settings
Privacy Policy URL entered in Consent Management
Relevant leads have Notify Matching Properties and/or Notify Properties Price Drop enabled
Email automation campaign created with type Emails and correct date range
Automation email(s) added with subject, type, frequency, template and brand
Automation email status set to Active
For further assistance, please contact Qobrix support.
