Zircon CRM / Administration
Runs in the browser · HU / EN / DEE-mail templates that write in your client's language
Zircon CRM sends every message from an e-mail template: the invoice, the reminder, the ticket reply and the notification to a colleague. You write the wording once, the system fills in the real data when it sends, and everyone receives it in their own language.
80+ editable templatesA version for each languageMicrosoft 365 and Gmail OAuth
In short
What are e-mail templates for in Zircon CRM?
An e-mail template is a prewritten message that the system fills with real data at the moment it sends. Zircon CRM includes more than 80 editable templates, from invoices to tickets, each with a separate version per language, with merge fields and its own on/off switch. It is built for administrators and office managers who want to word the company's e-mails well, once.
Sound familiar?
Every message sounds a little different.
If two of these ring true, your client e-mails are still handwork.
- 01
The client in Vienna gets a reminder in Hungarian
The payment reminder exists in one language. Your Vienna client either reads it in Hungarian, or someone translates it by hand every time.
- 02
One invoice e-mail lacks the link, the next lacks the due date
Everyone sends invoices with their own wording. One message has no payment link, another has no due date.
- 03
You can't show that the estimate went out
The client says it never arrived. There is no record of when it was sent, to whom, or with what text.
What it does
What Zircon CRM's messaging covers.
Every outgoing e-mail and internal notification starts from one place.
More than 80 editable templates
Templates are grouped by area: invoices, estimates, proposals, contracts, tickets, tasks, projects, leads, staff and GDPR. Each has an editable subject, sender name and body, and can be switched off one by one or as a whole group.
Merge fields with live data
You choose from about 180 built-in merge fields, such as the contact's name, the invoice number, total, due date or payment link. The editor only offers the fields that fit the template, and your active custom fields appear among them.
A version for each language
Every template has its own subject and body in each enabled language. Clients receive the message in their language, staff in theirs. If a language version is empty, the default-language version goes out.
From your own mail server
You send through classic SMTP or sign in with OAuth 2.0 to Microsoft 365 or Gmail. A test e-mail shows whether the setup works and, if it fails, the full conversation with the mail server.
Header, footer, signature, archive copy
A predefined header and footer wrap every message, and the signature field inserts the sending staff member's own signature. You can add a BCC address that receives a copy of every outgoing template e-mail.
E-mail queue and internal notifications
With the e-mail queue switched on, messages go out in the background and failed ones are retried. Staff see the events meant for them under the bell icon, in real time and as desktop notifications if you add a Pusher account.
How it works
From connecting the mailbox to the first invoice sent.
- 01
Connect the mailbox
An administrator connects the company mailbox in the settings, for example through Microsoft 365, and sends a test e-mail.
- 02
Frame and signature
They set the header and footer that wrap every message, and the company signature.
- 03
Review the templates
They review the wording of the templates in use, fill in the Hungarian and German versions, and switch off whatever the company does not want to send.
- 04
Sending as you work
Sending an invoice, recording a payment or replying to a ticket triggers the right template, in the recipient's language and with their data. Reminders are sent by the scheduled job (cron) on your server.
Works with
Where the content of each message comes from.
- Invoicingthe invoice e-mail with PDF, the payment confirmation, due-date reminders and overdue notices.
- Contractssending the contract, the expiry reminder and the signature reminder that repeats until it is signed.
- Custom fieldsevery active custom field that is not admin-only can be inserted into the matching templates.
- Languages and localisationthe recipient's language decides which version is sent.
- Automation and scheduled jobsreminders and the e-mail queue go out with the scheduler's runs.
Honestly
Good to know before you start.
Reminders and the e-mail queue need the scheduled job (cron) configured on your server.
SMS needs a Twilio or Clickatell account, and only one provider can be active at a time. Automatic SMS reminders are not sent for documents created more than 45 days earlier.
The welcome e-mail for new staff includes their password by default. If you don't want that, reword or switch off the template.
The confirmation e-mails to people who fill in a lead form or send an estimate request are switched off by default.
Before you write
Fair questions. Straight answers.
- 01
How does Zircon CRM send e-mail from Microsoft 365 or Gmail?
Through OAuth 2.0: you enter the details of an app registered in the Microsoft Azure portal or the Google API Console in the settings, then authenticate. With Microsoft 365, Zircon CRM does not store the mailbox password. Classic SMTP with SSL or TLS encryption is also available.
- 02
Can Hungarian and German clients get different wording?
Yes. In Zircon CRM every e-mail template has its own subject and body per language, and the system picks the version by the client's default language. If a language version is empty, the default-language version goes out, and English as a last resort.
- 03
Can I switch off an automatic e-mail in Zircon CRM?
Yes, per template or for a whole group. A disabled template appears struck through in the list and is simply not sent. The exception is the two-factor login code, which always has to go out.
- 04
Where can I see in Zircon CRM that a message was actually sent?
In the activity log: every successful send is recorded with the recipient and the template name, and skipped messages are logged too. The e-mail queue tab shows the status of queued messages.
- 05
Which SMS messages can Zircon CRM send to clients?
Messages about due and overdue invoices, recorded payments, expiring estimates and proposals, and contract expiry and signing. Every SMS text is editable, and an SMS left empty is not sent. A Bitly token can be added for short links.
Let's talk.
The first call costs nothing
A human replies — not a bot
Bring a message you write to clients by hand today, such as a payment reminder. In the demo we turn it into a template with merge fields and show you its Hungarian and German versions too.
- hello@zircon.hu
- Phone
- +36 30 487 7979
- Hours
- Weekdays 9–17
- Support
- support@zircon.hu (existing clients)