What is a bulk email send?
A bulk email send takes one template from your Library and sends it to many clients or plans at once. Stax.ai CX fills in each recipient's data fields, so every message is personalized. You choose who receives it, decide what should happen if a recipient's information is incomplete, and either send right away or schedule it for later.
Key capabilities
One template, many recipients. Send an annual notice, census reminder, or fee disclosure to your whole book in a single action.
Several ways to reach each client. Add more than one To option — for example an internal Primary Contact and an external Primary Contact. Stax.ai CX uses whichever one resolves for that client.
All-or-nothing safety check. Turn on Stop the send if any recipient can't be evaluated so nothing goes out until every recipient is ready. Best for compliance-deadline mailings where a partial send is worse than no send.
Send now or schedule. Queue a send for a future date and time, in the timezone you choose.
Send a bulk email
Click Library in the left sidebar, then click Emails.
Open the template you want to send.
Click Bulk Email. The send settings panel opens.
Choose your To recipients. Click Add Recipient to add another option — for example, a second contact role. A client only needs one of your options to resolve in order to receive the email.
Add CC recipients the same way, if you need them.
Decide whether to use the stop-the-send safety check. See the next section.
Select the clients or plans that should receive the email.
Click Send Now. You'll see a confirmation that your emails will be sent shortly.
Note: Templates that use project data fields can't be sent in bulk. Use client or plan fields instead.
Before you send: check your template's role fields
If your template uses an internal role email field — anything named like Internal: Plan Consultant Email — every client you're sending to needs a person assigned to that role. A client with that role empty cannot have its message built.
What that costs depends on the safety check below:
Safety check off (the default): clients missing that role are marked Skipped and receive nothing. Everyone else gets the email. On a 200-client send where 30 clients have no one in that role, those 30 get nothing and the only sign is 30 skipped rows.
Safety check on: one client missing that role stops the entire send. Nobody receives anything until you fix it.
Either way, a client with an unassigned role does not get your email. This is worth two minutes before a compliance-deadline mailing.
Tip: Not sure which clients are missing a role? Turn the safety check on and send. Nothing goes out, and the recipients that couldn't be built are listed for you — a free dry run. See Troubleshooting Bulk Emails.
Choose what happens when a recipient isn't ready
Below the CC field and its Add Recipient link is a checkbox: Stop the send if any recipient can't be evaluated.
It is off by default, and it stays off on any send you created before this setting existed.
Left off (the standard behavior)
Stax.ai CX sends to every recipient it can build a message for. Anyone it can't is marked Skipped, with a reason you can review afterward. The send finishes as a partial send.
Use this for routine mailings where getting the message to most clients today matters more than getting it to all of them.
Turned on (all-or-nothing)
Stax.ai CX builds every message first and checks them before anything is delivered. If even one recipient can't be evaluated:
No emails go out at all — including the ones that were perfectly fine.
The send is marked Failed, not partial.
Each recipient that couldn't be evaluated is listed with the reason.
You get a notification and a task telling you the email was not sent and how many recipients were held back.
Use this for compliance-sensitive mailings — deadline notices, required disclosures — where a partial send would leave you unsure who was actually reached.
Important: "Can't be evaluated" is broader than a broken template. It includes a client that simply has nobody assigned to the contact role you picked. On a large audience, one client with a missing contact will stop the entire send. Turn this on when that is the outcome you want, and fix the flagged recipients before sending again.
Schedule a send for later
Follow steps 1 through 7 above.
Check Schedule for later. Date, Time, and Timezone fields appear, already filled in with a time later today.
Change the date, time, or timezone if you need to.
Click Schedule. You'll see a confirmation, and the send appears in your list of sends for that template.
Your recipient choices and the stop-the-send setting are saved with the scheduled send and applied when it runs — so a scheduled all-or-nothing send behaves exactly the same way hours or days later.
You're all set! Once your send finishes, open it to see who received the email and whether anything needs attention.
Tips
Make sure your firm's email sending is set up before you send. See Setting Up Bulk Emails.
Turning the safety check on is a good habit for a first send to a new audience — it shows you the gaps without mailing anyone.
Click the checkbox itself, not the words beside it.
Related articles
Setting Up Bulk Emails — connect your email before you send
Creating Email Templates — build the message you'll send in bulk
Reporting on Bulk Emails — see what was sent and what needs attention
Troubleshooting Bulk Emails — fix common sending issues