Send Email Popup
How the Send Email popup works, what each recipient and content field does, and how previews and attachments behave.
The Send Email popup is used across Work Planner whenever you need to email customers, selected jobs, invoices, worksheets, or documents. The exact starting point changes, but the popup always follows the same structure: choose the recipients first, then write or preview the email content.
Recipient Fields
- From: shows the sender details Work Planner will use for this email. These come from the business email settings.
- Team member: only appears in some flows where the popup is being used to send to one of your team members.
- To: use this when you want to type one or more email addresses manually. The field accepts comma-separated addresses.
- Customers (optional): opens the selector popup so you can send to saved customer email addresses.
- Jobs (optional): opens the selector popup so you can send to the saved customer email addresses attached to selected jobs.
- Send To: appears when a selected customer has more than one saved email address and lets you choose which address should be used for that customer.
- BCC myself: sends a copy to you as well.
How Recipient Rules Work
You can send to a manual To address, selected customers, or selected jobs. The popup does not let you mix job selection and customer selection together. If a selected record does not have any saved email address, Work Planner warns you and leaves that record out of the send.
Worksheet emails are handled a little differently. When a worksheet attachment is involved, the popup requires a manual recipient address rather than sending directly to selected jobs or customers.
Email Content Fields
- Subject: the email subject line. This is always required before preview or send.
- Message: the body of the email. You can type plain text and insert variables from the variable tags above the field.
- Available Variables: insert customer, job, worksheet, or organisation details automatically into the message.
- Document Preview: appears when the popup is sending a document template so you can see the attachment content that will be sent as a PDF.
Preview And Send
The Preview button does real work. It builds the email the same way the final send will, including variable replacement and any document attachment preview. If you are emailing several jobs or customers at once, the preview can show multiple separate emails so you can check the personalised content before sending.
Related articles
- Email Settings: the sender setup behind the From field.
- Email Flow: a live invoice example that uses this popup.
- Communication Actions: where this popup is used for customer-led communication work.