Client Update Emails automatically send your clients a summary of how their business is performing. The system reads each client's location data, detects what changed, and uses AI to write a personalized email, then delivers it on your chosen schedule. No manual writing needed.
Each email covers reviews, keyword rankings, profile visibility, customer actions, listing accuracy, and more. It highlights wins, flags areas that need attention, and suggests next steps so your clients always know what's happening without you having to write a single word.
There are two places to set up Client Update Emails:
1. Settings → Client Update Email (Global/Master Setup) This is the default configuration that applies to all your clients. Any setting you configure here — tone, frequency, sections, signature will be used for every client unless overridden at the client level.
2. Client Detail Page → Client Update Email (Client-Level Setup) This lets you customize the email for a specific client. Any change made here applies to that client only and takes priority over the global settings.
How they work together:
Global settings apply to all clients by default.
If you customize settings for a specific client, those client-level settings take over for that client.
Clients you haven't customized will continue using the global settings.
Changing global settings later will update all clients that are still using the global defaults it will not affect clients with client-level overrides.
From Email — the email address your clients will see as the sender.
Sender Name — the display name shown alongside the email address (e.g., "Matt from Acme Agency").
Connect your email provider so the system can send emails on your behalf.
Host — your email provider's SMTP server (e.g., smtp.gmail.com)
Port — the SMTP port (commonly 465 for SSL or 587 for TLS)
Username — your email login
Password — your email password or app-specific password
Encryption — SSL or TLS
Once connected, all outgoing emails will be sent from your email account clients see your address, not ours.
Add one or more email addresses for each client. These are the people who will receive the update email. You can add multiple recipients per client.
Choose how often each client receives update emails. You can select multiple frequencies at the same time:
Weekly — a week-over-week comparison (most common)
Monthly — a broader monthly summary
For example, selecting both Weekly and Monthly means the client gets a short weekly update and a more detailed Monthly recap.
Pick how the email should sound:
You can also write custom tone instructions in the text box below the dropdown. These are free-form notes that guide the AI's writing style (e.g., "Keep it under 300 words", "Never use exclamation marks", "Always mention their business name in the greeting"). Custom instructions take priority over the dropdown selection.
This controls which topics appear in the email and in what order. You can:
Drag to reorder — put the most important sections first
Toggle on/off — hide sections that aren't relevant for a client
Available sections:
If a section is turned off, the AI will not mention those metrics at all in the email.
Choose the font used in the email body. 10 email-safe options are available:
Arial, Helvetica, Georgia, Times New Roman, Verdana, Tahoma, Trebuchet MS, Courier New, Lucida Sans, Palatino.
The selected font is used in both the preview and the actual sent email.
A rich text editor where you can write your email sign-off. Supports:
Bold, Italic, Underline, Strikethrough
Bulleted and numbered lists
Hyperlinks (e.g., link to your agency website)
The signature is appended to the bottom of every email sent.
Two toggles that control email behavior:
Only when something changes — When enabled, the system will skip sending an email if there's nothing meaningful to report. If a client's data has been flat (no significant changes) for multiple periods in a row, the system won't send a repetitive email. When there are finally new changes, emails resume automatically.
Include links to dashboard — When enabled, the email will include clickable buttons (e.g., "Respond to Reviews", "View Keyword Rankings", "View Analytics") that take your client directly to the relevant section in their Synup dashboard.
Every email follows this structure:
Greeting — personalized to the client
Wins (~50% of the email) — the top 3-5 metrics that improved, with actual numbers and percentage changes
Areas to Watch (~25%) — metrics that declined, with suggested actions
Suggestions & Next Steps (~20%) — 2-3 concrete things the client can do
Closing — an encouraging line with a soft call-to-action
Signature — your custom sign-off
Numbers are color-coded: green for improvements, red for declines, and orange for items to watch. Key metrics are bolded for easy scanning.
If dashboard links are enabled, clickable action buttons appear within relevant sections (e.g., a "Respond to Reviews" button in the Reviews section).
You don't need to upload or prepare any data. The system automatically pulls each client's location performance data from Synup at the scheduled frequency. It compares the current period against the previous period, calculates what changed, and uses that to write the email.
The system uses a two-step AI process:
Step 1 — Analyze. The AI reads the client's data, identifies what improved, what declined, and what stayed flat. It creates a writing plan — which metrics deserve a headline, which to skip, and how to structure the narrative.
Step 2 — Write. A second AI model takes the writing plan and composes the actual email — subject line, body, formatting, and all. It follows your tone preference, respects your section order, and avoids repeating the same talking points from the previous email.
This two-step approach produces noticeably better emails than a single-step process because the first step focuses on what to say while the second step focuses on how to say it.
Avoids repetition — The system remembers the last email sent to each client. If profile views were highlighted last time, the AI will lead with a different metric this time (assuming there are other changes to cover).
Adapts to flat data — If a client's data hasn't changed much:
Weeks 1-2: frames consistency as a positive ("Holding steady")
Weeks 3-4: shifts to a bigger-picture view and suggestions
Weeks 5-6: focuses almost entirely on forward-looking recommendations
Weeks 7+: sends a minimal digest, or skips entirely if "Only when something changes" is on
Works with all email clients — Emails are formatted with inline styles so they render correctly in Gmail, Outlook, Apple Mail, Yahoo, and others.
Tip: Set up your global defaults first (tone, frequency, signature, sections). Then only customize at the client level when a specific client needs something different.
What if I want to pause emails for one client? Go to that client's detail page → Client Update Email → turn off the frequency toggles. Global settings for other clients remain unaffected.
What happens if there's nothing to report? If "Only when something changes" is enabled, the system skips that send. No email goes out. It checks again at the next scheduled time.
Can I use different frequencies together? Yes. You can select Weekly + Monthly, or any combination. Each frequency generates its own email comparing the relevant time period.
Will the email mention my agency name? The sender name and signature are fully customizable. The email comes from your email address, with your name and sign-off. Synup is not mentioned anywhere in the email.