G2

Verified User in Architecture & Planning

Mid-Market (51-1000 emp.)

10/8/2026

"User-Friendly Mail Merge and Centralized Contact Management for Our Architecture Team"

4/5

What do you like best about AllClients?

Honestly, what I appreciate most about AllClients is how accessible it makes contact management and bulk email outreach for our non-technical architecture team at Apex Urban Design Studio. We work with a wide network: real estate developers, material suppliers, overseas engineering consultants, plus dozens of active project clients. Before rolling out AllClients, our contact records were trapped in local folders and disjointed spreadsheets. Our project managers struggled with mass communications, and I kept getting tickets to fix broken mail merges from clunky external tools.

What really stands out to me is how user-friendly the mail merge profile builder is. I’m our IT Operations Coordinator, so I handle CSV cleanup, user permissions, and system migrations off legacy local files. Last quarter, we had to send a formal notification to all our vendor partners about updated submittal deadlines for our regional urban planning project. Some of those vendor records had special characters in their names and company details, which usually breaks bulk imports on other platforms. I ran the CSV upload in AllClients, cleaned up the handful of problematic entries, and built a reusable mail merge profile preloaded with our studio’s sender name and firm info.

The best part is that once I set up the template, project managers can jump in and run mail merges independently. They don’t need to understand complex integrations or spreadsheet formulas. They just pick the saved profile, tweak the email message, and hit send. That saves me from fielding constant support requests for routine client and vendor outreach.

I also value how easy it is to lock down team permissions. Our architects and client relations team only need to view contacts and send project-related emails, so I can restrict backend access. This keeps sensitive client and project data protected, which is critical in architecture work. It’s helped us move away from storing critical contact lists only on local desktop files, which used to carry big risk of lost or outdated records.

The automation tools are a nice bonus too. We set up simple email sequences for new inquiry leads, sending out our studio portfolio and intake information automatically. Previously, our team would forget to send these packets when they were buried deep in drawing revisions. Now those leads get responded to right away, with zero extra manual work from our busy design staff.

AllClients takes the headache out of centralized contact tracking and bulk email. It handles our messy vendor CSV imports reliably, lowers the amount of admin busywork for our project team, and gives us a stable cloud-based hub for all our client and partner communications. It’s a great fit for our mid-sized architecture and planning workflow. Review collected by and hosted on G2.com.

What do you dislike about AllClients?

Honestly, the main thing that bugs me about AllClients is the email verification friction tied to its mail merge feature, which we rely on heavily for our architecture firm’s vendor and client communications. At Apex Urban Design Studio, we send out lots of project notices, RFIs and planning updates via bulk mail merge, and the platform forces every sending address to go through verification before you can use it. A few weeks back, I was setting up a new mail merge profile for our project manager’s email. Even after submitting the verification request, the confirmation email landed in spam, and we couldn’t launch our vendor notification batch right away. That held up our timeline for sending submittal deadline alerts to dozens of material suppliers and overseas consultants.

CSV importing also has some annoying limitations that pop up often for my role as IT Operations Coordinator. Our contact spreadsheets frequently include vendor names with special characters, accented letters and unique punctuation. While basic imports work fine, some of these special entries will break partial rows on upload. The error reporting isn’t very helpful either; it doesn’t clearly flag exactly which lines failed. I end up manually scanning the whole CSV to find and fix bad entries, which adds extra QA work during busy project seasons.

The file handling for large drawing attachments is another weak spot. Our architects often want to include small project exhibits or PDF site plans alongside mail merge emails. AllClients struggles with larger file sizes, and attaching multi-page architectural PDFs slows down the whole email drafting process. It’s not built to handle the heavy document workflows common in architecture, so we often have to host drawings on our cloud storage and paste links instead. Review collected by and hosted on G2.com.

What problems is AllClients solving and how is that benefiting you?

Honestly, AllClients fixes one of our biggest ongoing headaches at Apex Urban Design Studio: keeping client, developer, and vendor contact information organized and enabling consistent bulk outreach without relying on messy local spreadsheets. Before we brought this tool onboard, our contact data lived scattered across individual team computers, offline Excel files, and personal email inboxes. It was really common to run into duplicate contacts, stale vendor information, and missed communications. As the IT Operations Coordinator, I spent a ton of time fielding support requests, reconciling disjointed contact lists, and troubleshooting wonky third-party mail merge tools every time we needed to send project-wide updates.

The biggest win for our architecture team is its built-in mail merge functionality paired with centralized contact storage. We frequently need to send coordinated notifications to large groups, like landowners, material suppliers, and overseas engineering consultants for our urban planning projects. Not long ago, we rolled out a batch of emails to share public meeting notices for a big city master plan. Instead of our project managers copying and pasting names one by one from spreadsheets, I prepped and cleaned the CSV contact list, handled entries with special characters, and set up reusable mail merge profiles inside AllClients. Team members could then personalize and send out all those notices themselves. This eliminated the risk of typos or missing recipients that used to pop up with manual email work.

It also helps us move away from risky local file storage. Previously, if one project manager left the firm or their laptop crashed, we risked losing critical contact records. Now all contacts live in the cloud, accessible to our team with permissions I control. I can assign tailored access so architects and client relations staff can pull contact details and run mail merges, while keeping sensitive backend settings locked down. This keeps our client data safer and makes team handoffs much simpler between project phases.

The simple automation features are another solid benefit. We set up automated follow-up emails for new project inquiries, sending over our studio portfolio and intake forms automatically. Before, when our team was swamped with drawing revisions, those incoming leads would often sit untouched for days. Now those prospects get immediate outreach without anyone having to remember to send the packet manually.

At the end of the day, AllClients consolidates our contact database and simplifies bulk client and vendor communications. It cuts down my workload around spreadsheet cleanup and mail merge troubleshooting, gives our project teams a self-service outreach tool, and reduces the risk of losing critical contact information stored only on local drives. It keeps our client and vendor communications consistent and reliable for our busy architecture and planning workflows. Review collected by and hosted on G2.com.