How to Send an Email Campaign

An email campaign is a one-time email sent to a list or segment. It is different from an automation, which sends on a trigger. Use a campaign for a monthly special, a new service, a holiday schedule, or a one-off announcement.

Before you start

• Recipients must be subscribed to the list you send to. Unsubscribed contacts are excluded automatically.
• A campaign cannot be edited or recalled after it sends.
• Your account has branded templates built during onboarding. Start from one of those.

Steps

1. Click Email in the left menu.
2. Click Start from scratch instead.
3. Enter an internal campaign name, for example 2026-10 October special. Patients do not see this.
4. Select campaign type Standard. Click Next.
5. On the summary page, fill in:
   • Subject line
   • From name: practice name or provider name
   • From email: the address configured during onboarding
   • Reply-to: defaults to the From email; change it to route replies to the front desk
   • List: the list to send to
   • Send to: all active subscribers, a saved Segment, a Tag, or Custom conditions
   • Physical mailing address: required on every marketing email
6. Click Calculate recipients and confirm the count makes sense.
7. Click Create with email designer.
8. Select a template. Hover and click Select.
9. Edit the text, images, and buttons. Every button links to one action: book online or call.
10. Click Next to return to the summary.
11. Click Send test email. Send to yourself and one other person. On the test, check every link, check that personalization fills in, and check the layout on a phone.
12. Confirm the spam check shows Passed.
13. Send:
    • Send Now and confirm, or
    • Toggle Schedule on, pick the date and time, and click Finish.

After sending

• Click Email, then List view. Find the campaign and check the Send status and date column.
• Click the campaign name to open the report: sent, opens, clicks, replies, unsubscribes, bounces.
• Delivery detail is kept for 30 days after sending.

Rules

• Send between 9:00 AM and 6:00 PM in the practice's time zone.
• No more than one promotional email per week to the same list.
• Do not include protected health information. Service names are fine; diagnoses and treatment history are not.
• Do not upload purchased lists. Send only to patients and leads who opted in.

Full field-by-field reference: Create and send an email campaign. Choosing recipients: Segments: Grouping Contacts by Conditions.