Creating an Email Marketing Campaign with a Custom List
⏱︎ 5 minutes
In the Email Marketing Tool, in order to send an email you need to create a campaign. You'll need to select who/how you are sending your email: you can either send to all contacts within the organization or department, or use one of your created Lists.
This tutorial will show you how to select your List when using the tool. To simply send to your full organization or department, follow this article.
Starting a Campaign
1. Access the email marketing tool.
Accessing as an Organization Administrator
By accessing as an Organization Administrator, you will be able to use Lists that encompass customers across all of your departments.
1. Log in and navigate to the organization dashboard via the gear in the top right corner.
2. On the left side menu, under Customer Management→ EMAIL MARKETING TOOL.
Accessing as a Department Manager
Lists used within a department will ONLY include customers who have purchased within that department.
1. Log in and navigate to your department.
2. On the left side menu, go to Marketing and Fundraising → LIST BUILDER.
2. In the left tool bar, click CAMPAIGNS.
3. Click CREATE NEW CAMPAIGN.
4. In the popup, enter the CAMPAIGN NAME, choose if the campaign is through the ORGANIZATION vs a DEPARTMENT, and choose CUSTOM EMAIL LIST. Then, click CREATE.
By choosing CUSTOM EMAIL LIST, you will be able to use your Lists with specific customer data.
Recipients
5. Use this page to choose your custom email list.
a. Set your filter to either: include contacts that appear on ANY of the selected lists, or include contacts that appear on EVERY one of the selected lists.
Using the EVERY setting will mean customers have to be on all of the Lists you are choosing to email. If they are only on one of the Lists, then they will be excluded.
b. Use the + ADD LIST button to add what you would like to INCLUDE in the campaign.
c. Use the + ADD LIST button to add what you would like to EXCLUDE in the campaign.
If you don't have Lists to choose from, click CREATE NEW LIST at the bottom right to add a new List.
6. Click CALCULATE RECIPIENTS. Then, click SAVE & NEXT.
Setup
7. Add the EMAIL SUBJECT, SENDER NAME, select a SENDER EMAIL if applicable, and add a REPLY TO EMAIL.
If this is your first time using the Email Marketing tool, click ADD REPLY-TO EMAIL, and enter the email address to which, if a customer attempts to reply to the email campaign, their message will come. You will need to confirm this email address via the email sent to you.
8. Click SAVE & NEXT when complete.
Email
9. Choose from your existing templates, or build a new design from scratch.
Design from Scratch
Use the elements on the right to add content to your email. For a detailed description, view this tutorial.
Start with Template
Click on one of the template options -
Tickets On Sale: A template to announce a new event sales has opened
Thanks for Coming: A template to thank the audience members for attending
Campaign Support: A template to encourage donations to your ongoing donation campaign
And click START WITH TEMPLATE to begin.
The template will provide a sample layout.
Update with your organization information by clicking on a section on the left, and replacing with relevant information in the toolbar on the right.
Click SAVE EMAIL when complete.
If you want to use a past email campaign as your template, you can click the DUPLICATE button, then choosing the new recipients.
10. When you are happy with your email, click NEXT.
Schedule
11. Choose to SEND IMMEDIATELY or SEND AT A SPECIFIC DATE AND TIME. If the latter, enter the delivery date and time.
This will be in the same time zone as your organization.
Emails are sent in batches to help build a positive reputation with email services and reduce the risk of messages being flagged as spam. In the beginning, the system starts with smaller batches so email providers can recognize and trust the sending domain. As you continue sending more campaigns and build that trust, the batch sizes and sending speed will automatically increase—meaning your emails will go out faster and more efficiently over time. If you’re sending to a large list, it may take a few hours for all messages to go out, but that’s completely normal and nothing to worry about.
Confirm
12. Review your Recipients, Setup, Schedule, and Email, and adjust as needed.
13. Click SEND TEST MESSAGE. Then, enter the address to receive the test and click SEND TEST.
14. Click SEND OR SCHEDULE NOW. Then, click PROCEED.
And your email has been successfully sent!
Getting an error about needing more credits? Read more here.
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