The following 3 items are required for E-Marketing Campaigns
- A Sender – This is the email address that the E-Marketing campaign will appear to come from.
- A Contact List – The list of contacts you wish to email.
- An Email Template – The email message you wish to send to contacts.
Begin by going to The E-Marketing Tab and clicking “Setup Senders” on the navigation bar.
Senders are the email address messages will be delivered from. You will be required to setup Senders with SMTP settings from a provider of your choice. If you do not currently own your own SMTP you can review are article of recommended providers here. Once your ready to setup the sender go to the E-Marketing Tab > Senders (navigation bar). You can then choose to edit a sender or create a new one.
First, give the sender a name best describing what it will be used for or addresses what it is related to. You may have different senders for the different types of messages you will be sending out.
Next enter the email addresses
- Email - Address the message will appear to come from.
- Reply Address - The address messages will be sent to if the email campaign message is replied to. You may wish to have different senders with the same 'from' address but have replies go to an address specific to the email template.
- Bounce Address - If an email is rejected due to being invalid, the bounce message indicating this can be sent here.
Finally, enter your SMTP Server Settings. You should be able to find these with your SMTP Relay provider. Enter the SMTP Host address (Ex. smtp-relay.gmail.com), Port (check with your provider for the correct Port number) and SMTP username and password. Then select to use SSL or TSL protocol; most likely you will want to use TLS (but check with your SMTP provider for the correct option).
Once finished, click “Save Sender”. You should then see it appear at the bottom of the page. You can edit the sender later if needed.
Next build a list that will populate the contacts you want emailed on the campaign. In this example we are building a list for a payment reminder that will go out to enrolled, un-paused clients who have a payment process date equal to 3 days in the future.
Contact lists are dynamic and in real time, meaning every time you load a list it will populate with the most current set of contacts based on the filters you have setup. Everyday at the scheduled time, the Email Campaign will run and send the message to contacts populating the list at that time. Since this list filters by “Next Payment” date everyday, when the campaign runs it will send an email to all the enrolled/active contacts who have a payment due in 3 days. This means everyday a new set of clients will get emailed. If the list stays intact(unmodified) the campaign will email clients who have payments due in 3 days everyday.
Please refer to the Knowledge Base for more information on building contact lists here.
Next you will need to build an email template (if one is not already built). Start from the E-Marketing Tab and click “Create Email Template” on the navigation bar. You will then be taken to the Template builder. Below you will see an example email for a “Payment Reminder” template. You can simply type in a message and include document tags to populate information from the fields stored in a client’s file.
Scheduling the Campaign
Now that you have created the 3 items needed we can schedule the campaign, start by going back to the E-Marketing tab’s main screen. Then click on “Schedule A New Campaign” (navigation bar). Below you will see the campaign we are setting up for our payment reminder example.
Campaign Title - Start by giving the campaign a descriptive title and check the “Active” box (you can later un-check this box to temporarily stop a campaign from running if needed).
Is this a single or a re-occurring campaign? - Now choose if the campaign will run once or reoccur. For our example we are choosing “Re-occurring” and having it go out once per day.
When would you like this campaign to start? - Next you will choose the start date and time of day the campaign will run on each occurrence.
Email Delivery - Under the section “Email Delivery” we will select the 3 items we setup in the previous steps. We are using our “Payment Reminder in 3 Days” list, The “Payment Reminder” email template, and our sender; “Example”.
There are additional options you can add. For the “Unsubscribe Redirect” you can add a web address the person would be taken to in the case they hit “Unsubscribe”. This can be used to send them to a page on your website reminding them of information or in the case of a marketing campaign, to make another attempt to sign up with your business.
The two notify check boxes can be used if you want to be notified when someone opens the email from your campaign. You may use this as a marketing tool so that you can attempt to directly contact the person by phone while they are viewing your marketing email. Once finished, hit “Schedule This Launch” from the navigation bar.
Once you have scheduled the campaign you will be taken back to the E-Marketing tab main page. You will now see the campaign (and any other active / inactive campaigns) under the “Upcoming” section waiting to launch.
Within the campaign information listed there you will see the “Next Run” date and time, and also how often the campaign will occur (if applicable). Once the campaign launches AND finishes running, it will appear under the recently sent section. There you will find a few pieces of data. The number emailed, the number opened and a percentage of those numbers.
You will also be able to click on that sent campaign to see further details about who received and opened the email message.
Attention: Please also keep in mind that the campaign will not land in the “Recently Sent” section until the campaign has finished running all processes. This may take a while so if scheduled for the morning or afternoon you may not see the campaign under “Recently Sent” until much later in the day or the next morning. Keep this in mind when checking on your scheduled campaigns.