Email Broadcast

What Email Broadcast is for

Email Broadcast sends one announcement to many people at once — a maintenance notice, a price change, a promotion, a product update. The page heading reads Campaigns with the subtitle Send email broadcasts to your users. Each campaign you create appears as a row showing its status, subject, target audience, delivery progress and creation date.

How to reach it

In the admin panel sidebar, click Campaigns (the megaphone icon, near the bottom of the menu just above Newsletter). You need settings access for the item to appear. The page opens on the campaign list; click New Campaign in the top right and the composer opens inline above the table.

The campaign list at a glance

Every column header except the checkbox and the action area can be clicked to sort. The list is sorted newest-first by default.

Columns in the campaign list.

Column	What it shows
(checkbox)	Selects rows for bulk deletion. The header checkbox selects or clears all.
Status	The campaign's current state, as a coloured pill with an icon.
Subject	The email subject line.
Target	The audience group the campaign was addressed to.
Progress	Once a send has started, a bar and a sent / total count. The bar tracks everyone the send has finished with, delivered and failed alike, so it can reach the end while the count beside it stops short. A dash appears before any send.
Date	When the campaign was created.

When no campaigns exist yet, the table shows a No campaigns yet empty state instead of rows.

Campaign statuses

• Draft — saved but not sent. You can preview it, send it, or delete it.
• Scheduled — saved with a date and time recorded on it (see Scheduling below).
• Sending — delivery is in progress and can be stopped mid-send.
• Completed — every recipient has been processed.
• Failed — the send did not succeed for anyone.
• Partial — some messages were delivered and some were not.
• Cancelled — stopped before it finished.

Creating a campaign step by step

1. Click New Campaign. The composer opens above the list.
2. Choose a target group. At the top of the composer the audience options appear as selectable buttons; the chosen one turns blue. The recipient count on the right updates as you change it.
3. Optionally set who the email comes from. Click the Sending as bar, or its Customize link, to expand the From name, From email and Reply-To fields. Left collapsed, the platform's own sender is used.
4. Enter a subject line. The field's placeholder reads Subject line...
5. Write the body in the editor. It offers Visual, Source and Preview modes with a formatting toolbar, and you can drag its bottom edge to make it taller. Click a chip in the variable bar above it to personalise the message.
6. Optionally append your signature. Below the editor, tick Append signature to add your saved company footer to this campaign. It is off by default.
7. Save or send. Click Save Draft to keep the campaign without sending, or Send Now to start delivery immediately — you are not asked to confirm when you send from the composer, so check the recipient count first.

Closing the composer with the X discards everything you have typed. The composer always creates a new campaign; a saved campaign cannot be reopened for editing from the list, so keep your own copy of a long body while you are still drafting.

What stops a save or send

• An empty subject: Subject is required.
• An empty body: Email content is required.
• Specific chosen with nobody added: Pick at least one customer.
• Send Now with a count of zero: No recipients match the selected target group. Saving a draft in that state is still allowed.
• A From email that is not a valid address, or is not on the permitted domain; or an invalid Reply-To.

If the campaign saves but the send itself fails, the message says so and tells you the campaign was kept as a draft, so nothing you wrote is lost.

Target groups

The seven audience groups.

Group	Who it includes
All Users	Every customer account.
Active	Customers whose account status is active.
Inactive	Customers whose account is suspended or inactive.
With Services	Customers who have at least one active service. A customer whose only service is suspended or terminated does not count.
No Services	Customers with no active service, including those whose services have all ended.
Newsletter	Everyone on your newsletter list who has not unsubscribed. This is a separate list from your customer accounts — see Newsletter Subscribers.
Specific	Individual customers you search for and add by hand.

When you choose Specific, a search box appears with the placeholder Search customers by name or email.... Type at least two characters, then click a result to add that person as a chip; up to ten matches are offered at a time, and anyone already added is greyed out. Click the small × on a chip to remove someone. The recipient count then reflects exactly the people you have added.

Note: Every group except Newsletter is drawn from customer accounts only, and every one of them — Specific included — skips anyone who has unsubscribed from marketing. You never need to scrub your audience by hand.

The recipient count and the filter panel

The number on the right of the target row is a live count of the chosen group. Beside the target buttons is a funnel icon that expands a small filter panel; a number on the icon shows how many of its controls are set.

Controls in the filter panel.

Control	Effect on the count
Unpaid invoices	A tick box — counts only customers who currently have an unpaid or overdue invoice.
Email verification	A dropdown: Email: Any (the default), Verified only, or Not verified.
Two date boxes	Unlabelled. The first counts only customers who signed up on or after that date; the second, only those who signed up on or before it.

Important: These controls change the count shown in the composer. The campaign itself is addressed by the target group you picked, so the send is not narrowed by them. Use them to size an audience, and use Specific when you need to mail a hand-picked list. The filters do not affect the Specific group at all, since you are choosing the people directly.

Note: Treat the count as an estimate of group size. Anyone who has unsubscribed from marketing is removed when the send actually runs, so the number of messages that go out can be lower than the number shown.

Sender (From and Reply-To)

The Sending as bar shows the name and address the campaign will appear to come from, and the Reply-To if you have set one. Click Customize to expand it — the same link reads Collapse while it is open. The first time you expand it, if your own admin address is on the platform's sending domain, your name and address are filled in for you; edit or clear them if you would rather send as the company.

The three sender fields.

Field	Purpose
From Name	The display name recipients see — your company or your own name.
From Email	The sending address. It must use the platform's permitted sending domain; the label shows which one (· @yourdomain only), and an address on any other domain is rejected when you save.
Reply-To	Where replies should go, if different from the From address. Its placeholder notes that this one can be any domain.

Note: The From domain is fixed by your platform's mail configuration so that messages pass sender authentication and reach inboxes. You can change the part before the @, not the domain.

Personalisation variables

Above the editor is a bar labelled Variables — a row of clickable {{…}} chips. In Visual mode, clicking one drops it in at your cursor; in Source mode it is appended to the end of the content for you to move. Hover a chip to see what it inserts. Only the eight placeholders that make sense for a bulk send are offered, since a campaign has no invoice, ticket or order behind it.

Placeholders available in a campaign.

Variable	Becomes
{{firstName}}	The recipient's first name.
{{lastName}}	The recipient's last name.
{{email}}	The recipient's email address.
{{companyName}}	Your company name.
{{companyEmail}}	Your company email address.
{{billingEmail}}	Your billing email address.
{{supportEmail}}	Your support email address.
{{unsubscribeUrl}}	A personal unsubscribe link for the recipient.

Underscored spellings work too, so {{first_name}} and {{company_name}} render exactly like their camel-case twins.

Note: If you do not place {{unsubscribeUrl}} in the body yourself, an unsubscribe footer is added to every campaign automatically, and the message also carries the header that lets Gmail and Outlook show their own one-click Unsubscribe button. Your sends stay compliant either way — and putting the link in yourself simply means the automatic footer is not added on top.

Tip: Newsletter subscribers are not customer accounts, so {{lastName}} is empty for them. For a campaign aimed at the Newsletter group, greet people with {{firstName}} alone, and write the greeting so it still reads properly when the name is blank.

Scheduling

Tick Schedule below the editor and a date-and-time picker appears beside it. Saving with a time set records it on the campaign and the campaign is listed as Scheduled. While Schedule is ticked, the Send Now button is greyed out.

Important: Scheduling records the chosen date and time on the campaign; it does not hand the campaign to an automatic sender, and the send control on a row appears for drafts only. If you want a campaign to go out at a particular moment, save it with Save Draft instead, then open Campaigns at that time and press the send button on the row.

Working with existing campaigns

Each row has an action area on the right. Which buttons appear depends on the campaign's status — and it matters that Retry and Resend to everyone are two different buttons with very different consequences.

Row actions and when they appear.

Action	What it does	When it appears
Preview (grey eye)	Opens a window showing the rendered email with sample values and the unsubscribe footer in place.	Always.
Send (green play)	Starts delivery. You are asked to confirm first.	Drafts only.
Stop (red circle-X)	Halts a send in progress and marks the campaign Cancelled. You are asked to confirm first.	While Sending.
Retry failed recipients (blue circular arrow)	Re-sends only to the people this campaign failed to reach. Nobody who already received it is emailed again. The confirmation says how many that is.	Failed, Partial or Cancelled — and only when at least one recipient actually failed.
Resend to everyone (amber paper plane)	Sends the campaign again to the whole target group, so everyone who already received it gets a duplicate. The confirmation spells out how many duplicates that means before you agree.	Failed, Partial or Completed.
Delete (red trash)	Removes the campaign permanently. You are asked to confirm.	Always. Messages already handed to your mail provider are not recalled.

The preview window shows the campaign's subject as its title, with the status pill, the target group and — once it has sent — the sent-of-total count beneath. The body is rendered with example values: Jane Doe, [email protected] and Acme Corp. A placeholder the preview does not recognise is shown as its name in square brackets, which is a quick way to spot a typo before you send.

Deleting several at once

Tick the checkboxes on the rows you want to remove, or the header checkbox to select all. A blue bar appears above the table showing how many are selected, with Delete selected and Clear buttons. Bulk deletion asks for confirmation and warns that it cannot be undone.

How a send actually runs

• Recipients are gathered when you press send, not when you save the campaign. A customer who signed up in between is included.
• Messages go out one at a time with a short pause between them — roughly one every 0.6 seconds — so that your mail provider does not throttle the run. A list of a thousand people therefore takes around ten minutes, and a large campaign moves from Sending to Completed gradually.
• Recipients are gathered in batches of 500, so the progress figures on a very large campaign step up in stages.
• Stop is checked at every batch boundary and roughly every twenty-five recipients, so a handful more messages may go out after you press it — about fifteen seconds' worth — before the run halts.
• Each recipient's message carries their own unsubscribe link, and every unsubscribe from a campaign is counted against it.
• A plain-text alternative is always sent alongside the HTML, derived from your content, which keeps mail clients from mangling the layout.

Tips and gotchas

Tip: Send yourself a test first. Choose Specific, add your own customer account, and send. The preview shows layout, but only a real message shows you how it renders in your own inbox.

Warning: Reach for Retry failed recipients, not Resend to everyone, when a send came out Partial. Retry contacts only the people who were missed; Resend mails the entire group again and everyone who already received the campaign gets it twice.

Tip: The recipient count is your safety check. It updates as you change the group, and a count of zero blocks an immediate send, which protects you from dispatching a campaign to nobody.

Note: People who have unsubscribed are excluded automatically, and a campaign to the Newsletter group skips anyone marked unsubscribed on that list.

Related

Newsletter Subscribers · Email Logs · Email Templates · Email Signature · Email