How to Use the Messages Tab and Email System

Overview

The email system in ListedPro has two connected parts:

The Messages tab — found inside every listing and buyer opportunity. This is where you compose and send individual emails tied to a specific transaction.
The Email Templates manager — a global library (accessible via Settings or the Templates view) where you create, organize, and manage reusable email templates for your Listing and Buyer workflows.

The Messages Tab (Listing or Buyer Detail)

To access the Messages tab, open any listing or buyer opportunity and click Messages in the tab row below the listing header.

[IMAGE: ezgifframe — Messages tab selected in listing detail, showing the New Email compose panel]

Compose and Send an Email

When you open the Messages tab, the New Email compose panel appears automatically.

[IMAGE: ezgifframe — New Email compose panel with Sending From, To, CC, BCC, and Send a Preview panel]

The compose panel includes the following fields:

Sending From — Pre-populated with your ListedPro email address. This is the address recipients will see as the sender.
To — Add one or more recipient email addresses.
CC — Add recipients to receive a copy of the email.
BCC — Add recipients who will receive a blind copy (not visible to other recipients).
Subject — The subject line of the email.
Body — The main content of your email.

Send a Preview panel (right side):

Send a Preview — Enter an email address and click the send icon to fire off a test version of the email before sending to your real recipients. You can use your own address to proof the message first.

💡 Tip: The "Sending From" field is pre-filled with your connected ListedPro email. If you need to change your sending address, update it in your account settings.

Personalize with Merge Variables

Below the preview panel, ListedPro displays a list of email merge variables — dynamic tags that automatically pull in transaction-specific data when the email is sent.

[IMAGE: ezgifframe — Personalize your emails section showing merge variable tags]

Click any merge variable tag to copy it to your clipboard, then paste it into your subject line or email body. Examples include:

— Inserts the first name of the client(s) on the transaction
Other variables for property address, agent name, dates, and more

💡 Tip: Using merge variables saves time and reduces the risk of sending emails with the wrong name or address. Always send a preview first to verify your variables are populating correctly.

Toolbar Actions (Top Right of Compose Panel)

Send — Sends the email immediately to all recipients in the To, CC, and BCC fields.
Library — Saves the current email to your email library for future reuse as a template.
Discard — Discards the current draft and clears the compose panel.

⚠️ Note: Clicking Discard will permanently clear your draft. There is no undo.

The Email Templates Manager

The Templates manager is where you build and maintain a reusable library of emails organized by transaction workflow. Templates you create here can be loaded directly into the compose panel from any listing or buyer opportunity.

[IMAGE: ezgifframe — Templates manager showing Listing Templates list with multiple template cards]

Listing Templates vs. Buyer Templates

The Templates manager is divided into two tabs at the top:

Listing Templates — Email templates designed for seller listing transactions.
Buyer Templates — Email templates designed for buyer opportunity workflows.

Each tab displays your saved templates as cards. Every card shows the template name and includes a pencil icon (edit) and a trash icon (delete).

Template Cards

[IMAGE: ezgifframe — Template card grid showing template names, edit pencils, and delete icons]

Pencil icon — Opens the template editor so you can modify its content, settings, and associated emails.
Trash icon — Permanently deletes the template.

Creating a New Template

Click + Add Template in the upper-right corner to create a new template. You'll be taken into the template editor.

💡 Tip: Use the Search bar at the top of the Templates manager to quickly find a specific template by name.

Inside the Template Editor

When you open or create a template, the editor has three tabs across the top:

[IMAGE: ezgifframe — Template editor with Manage, Execute, and Email Content tabs visible]

1. Manage Tab

The Manage tab is where you configure the template's overall settings and structure. This includes naming the template, writing a description, and defining the workflow phases or statuses it covers.

2. Execute Tab

The Execute tab defines how and when the template's emails are triggered within a transaction. Use this tab to connect emails to specific pipeline stages or transaction milestones.

3. Email Content Tab

The Email Content tab is the core of the template. This is where you build out the individual emails that belong to this template, organized by transaction phase.

[IMAGE: ezgifframe — Email Content tab showing Property, Offers, Transaction, and Closing phase columns with icons]

For Listing Templates, emails are grouped into these phases:

Property — Emails related to property data and walkthroughs
Offers — Emails tied to the offers stage
Transaction — Emails covering the active transaction period
Closing — Emails for the closing phase

For Buyer Templates, phases include:

Engagement — Initial buyer outreach and relationship-building emails
Discovery — Emails for the property search phase
Offers — Offer-stage emails

Each phase displays icons representing the individual email types available. Click an icon to view, edit, or add an email for that phase.

The Add and Analyze Section

Below the phase columns, the Add and Analyze section lists the individual emails you have built for this template. Each email entry shows:

The email name
A brief description
Pencil icon — Edit the email
Trash icon — Delete the email

Click + Add New Email to create a new email within the template and associate it with a specific transaction phase.

[IMAGE: ezgifframe — Add and Analyze section showing a "New Email" card with edit and delete icons]

Step-by-Step: Sending an Email from a Listing

Open the listing or buyer opportunity you want to send from.
Click the Messages tab in the tab row.
The New Email compose panel opens automatically.
Fill in the To, CC (optional), and BCC (optional) fields with recipient addresses.
Write your Subject and Body, using merge variable tags to personalize as needed.
Optionally, enter your own address in the Send a Preview field and click the send icon to test the email.
When ready, click Send to deliver the email.

Step-by-Step: Saving an Email to the Library

If you've written an email you want to reuse across future transactions:

Compose the email in the Messages tab.
Click Library in the upper-right corner of the compose panel.
The email will be saved to your email library and become available in the Templates manager.

Step-by-Step: Creating a New Email Template

Navigate to the Templates manager (accessible from the global navigation or Settings).
Click the Listing Templates or Buyer Templates tab depending on the template type.
Click + Add Template in the upper-right corner.
Name your template and add a description.
Use the Email Content tab to build out emails for each transaction phase.
Click + Add New Email to add individual emails to the template.
When finished, click Save & Close.

Tips and Notes

💡 Use templates to stay consistent. Building Listing and Buyer templates for your most common transaction workflows means your team sends the right emails at the right time — every time.

💡 Merge variables work in templates too. Any merge variable you paste into a template email will auto-populate with real transaction data when the email is sent from a specific listing.

⚠️ Deleting a template is permanent. There is no undo or recycle bin for deleted templates. Export or document any content you might need before deleting.