How do I send a “Welcome” email to new leads or prospects?

How do I send a “Welcome” email to new leads or prospects in Vacation Creations CRM? 

Question:
I want to create a standard “Welcome” email that I can send to new leads or prospects. Since these clients don’t have a reservation yet, where should I create and send this from? What’s the best way to manage this long-term?

Helpful Tip / Suggestion
There are a few different ways you can send a Welcome email in Vacation Creations CRM, depending on how you prefer to organize your workflow. Below are some simple options you can use.

Option 1 – Use the Marketing Feature with Customer Tags (Great for One-Off Emails)
If you want to send a Welcome email to an individual client:

1. Create your Welcome email as a Marketing Email Template
2. Create a Customer Tag (example: Welcome)
3. Apply the tag to the customer you want to email
4. Send the marketing email to that tag

Important:

After sending, remove the tag so the customer does not receive the email again in future sends.
This is a quick and flexible way to send a Welcome email to one or a few clients at a time.

Option 2 – Use Prospect Status (Great for Sending to Multiple New Leads)
If you regularly receive new leads, you can:

1. Save new contacts with a Status of “Prospect”
2. Create a Welcome email in the Marketing feature
3. Send the email to all customers with that status

This allows you to send Welcome emails in batches (for example, weekly or monthly).

Option 3 – Send Through a “Placeholder” Reservation (Advanced Option)
If you prefer to send emails through the reservation system:

1. Create a Product and Destination such as “Welcome”
2. Enter a simple check-in and check-out date (can be for the current month)
3. Save the lead as a reservation using this placeholder setup
4. Send your Welcome email as a reservation email

This option works well if you want to keep all communication tied to a reservation record.

Which Option Should You Use?

• Sending to one client? → Use Customer Tags
• Sending to multiple new leads? → Use Prospect Status
• Prefer everything tied to reservations? → Use a Placeholder Reservation

Helpful Tip
There is no one “right” way to do this – the best option is the one that fits your workflow and how you like to manage your clients.

Vacation Creations CRM is designed to be flexible, so you can choose the method that works best for your business.