Alright, team! Our campaign is live, and now it’s time to send out that important launch email to the client. This email lets them know everything’s rolling, provides key info, and outlines important terms. Let’s get it done!
📧 1. Grab the Template #
You’ll start by copying the entire launch email template.
Paste it into a new email draft.
💭 2. Personalize and Update the Email #
Now, let’s customize this email for our client, Amber from Eden Medical.
- Client’s Name: Replace the placeholder with their name (e.g., “Amber”).
- Remove Highlighting: Make sure to remove any highlighting from the template text.
- Official Launch Date: Input the actual launch date (e.g., 6/2/2025).
- Contract Run-Through Date: This is their rollover date. For Eden, it’s 8/31/2025.
- Billing Date: Confirm their auto-bill date. Since Eden has end-of-month billing, you’ll note “end of month.” Remember, if they launched on the 10th and have 10th billing, their auto-bill is the 10th.
- Appointment Closer Fees: Note that these are always billed on the 1st of the month. If the client is handling their own appointment closing, you’ll remove this section.
- Verify Contract Terms: Always double-check the contract! Most are 6-month contracts with a 90-day rollover, but some terms can vary. Ensure the email reflects the correct terms.
🔗 3. Add Important Links #
Now, let’s make sure the client has all the essential links at their fingertips.
- Patient Engine Mastermind Community: This link should already be in the template.
- Go to your Google Drive and search for the client’s folder (e.g., “Eden Medical”).
- Locate the ROI Tracker within their folder.
- Link this directly into the email.
- Contract:
- Back in the Google Drive, search for the client’s folder again.
- Find their contract.
- Link this into the email.
- Opt-in Link (Funnel Link):
- Go to GHL (GoHighLevel).
- Navigate to the client’s account (e.g., “Eden Medical Center”).
- Click on Sites, then Funnels.
- Select the relevant funnel and copy its opt-in link.
- Paste and link this into the email.
- Onboarding Training Folder:
- Find the Patient Engine Client Onboarding folder in Google Drive.
- Attach this entire folder as a link in the email.
🪄 4. Final Touches & Send #
- Subject Line: Keep it clear and professional. A good option is: “Eden Medical Spa Launched!”
- To: Send the email to the client (e.g., Amber).
- CC: Always CC the CSM (Client Success Manager) on the email (e.g., Alex).
- Double-Check Everything: Before hitting send, quickly review all the dates, billing info, and test the opt-in link to make sure it’s working!
- Grant ROI Tracker Access: After sending the email, go back to the ROI tracker in Google Drive and ensure the client has viewer access so they can update it.
You’re all set! That’s how you send a clear and complete launch email to our clients!