Should you use the default e-mail server or your own SMTP server?
1. Sendgrid - Prezentor's default e-mail server
Prezentor uses an e-mail server called Sendgrid to send and track e-mails. When you send an e-mail from Prezentor it goes directly to the recipient.
- Pro: You get full tracking of the e-mail and can easily check the status (delivered, opened, clicked etc.).
- Con: There is a small extra risk (approximately 2-3%) of the e-mail ending up in the recipient's spam folder.
2. Use own SMTP server
With this setting the e-mail is sent from Prezentor (Sendgrid) to your own SMTP server, and from there to the recipient.
- Pro: The e-mail is sent via your own server and the recipient receives the e-mail from 'your Company'. If you do not activate SMTP, then the email your clients will receive will be from "firstname.lastname@example.org". By activating SMTP you will also be able to see any sent emails in your regular email provider "sent mails" folder (for example in Outlook or Gmail), even though you have sent the emails through Prezentor.
- Con: As the e-mail is sent from Prezentor (Sendgrid) to your server and then to the recipient, the tracking stops when it reaches your server. The sender will therefore first see the e-mail as being sent and then opened or clicked if applicable. When the recipient clicks on items in the e-mail (e.g. a presentation or a file) the connection and the tracking is re-opened to Prezentor and the sender will get the statistics on what the recipient looked at.
3. BCC recipient for CRM integration
Most CRM systems have a BCC e-mail address. By using this setting, all e-mails sent from Prezentor will generate a copy to the BCC e-mail address and thereby the CRM system.
No other information about the meeting or customer is sent this way - only the e-mail.
We use this setting with our own CRM system, Salesforce, and it works perfectly!