Email campaigns

An email campaign sends a sequence of emails to a list of leads in a project: a first email and up to nine follow-up emails, spaced days apart. Emails go out from your team's mailboxes, with a daily limit, a sending window and a random gap between emails. You find the campaigns on the project page (Company → Projects, then the project) in the Email campaigns tab in the Communication group.

RequirementsCopy link to heading

• A mailbox. You can choose your own connected mailbox and organisation mailboxes that are shared with you. See Connect email account and Team mailboxes. Without a usable mailbox, the wizard shows ‘No mailbox available’.
• The organisation's email footer under Settings → Email → Appearance and signature. Without it, a campaign cannot be started. See Appearance and signature.
• A name in the profile of the person whose mailbox sends. If it is missing, this mailbox does not send and the campaign shows a notice.
• Leads in the project with an email address. A campaign only writes to leads that are already in the project. You create new addresses beforehand via the import.

Creating a campaignCopy link to heading

In the Email campaigns tab, click Email campaign. A wizard opens with four steps: Who, What, From where and how fast and Start. Next saves each step. If you close the window, the campaign stays as a draft. Nothing is sent until you click Start in the last step.

On start, Leadmode checks whether email is set up, the footer exists, at least one mailbox is selected and usable, and recipients are waiting. If something is missing, the message says what to do.

Adding recipientsCopy link to heading

Under ‘How do you want to choose recipients?’ there are four ways:

In the selection field, the number of leads appears after each list and stage. Click Add (or, for example, Add 120 leads). The result appears under ‘Added so far’, for example ‘412 added, 31 without an email address, 5 blocked, 12 already in’. You can add several times and through different ways; nobody ends up in the same campaign twice.

• Blocked are leads with a contact block and addresses on the blocklist (unsubscribed, undeliverable or blocked manually).
• The email address written to is the one of the contact person or of the lead that is approved for emails. If it is missing, the lead counts as ‘without an email address’.
• At most 5000 leads per run. If a list, stage or funnel has more, Leadmode refuses. Narrow the list down or add in parts.

Later you add recipients in the campaign with Add recipients, even while it is running. New recipients then get the first email in the next free slot. A completed campaign no longer accepts recipients.

Emails and follow-up emailsCopy link to heading

Each email has a Subject and a Body. The first email needs a subject. Wait 3 days, then another email adds a follow-up email, up to ten emails per campaign. Before each follow-up email you set after how many days it comes (0 to 60). The waiting time counts from sending the previous email to this recipient. Emails are still only sent within the sending window.

• Leave the subject empty: The follow-up email arrives as a reply in the same thread, with ‘Re:’ and the subject of the first email.
• Sender: The mailbox that sent the first email to a recipient also sends all follow-up emails to them.
• Insert template: Takes over the text of an email template, for the first email also the subject. Only active templates whose placeholders exist in campaigns are offered. See Email templates.
• Preview shows the email with a sample contact, your footer and your design.

You insert placeholders by clicking below the text. Campaigns only have these:

Appointment, quote and callback values are not available in campaigns. The wizard rejects other placeholders. If a placeholder cannot be filled for a recipient at sending, they get no email and appear as ‘Skipped’ with the reason ‘A placeholder could not be filled’.

Below each email, Leadmode adds the signature, the footer and an unsubscribe link. The email also carries a one-click unsubscribe, which many email programs offer directly. If the project identity also applies to Email campaigns under Email signature in the project, the footer and sender details come from the project. See Appearance and signature.

Mailboxes, daily limit and paceCopy link to heading

Mailboxes: Switch on the mailboxes the campaign sends from, up to 20. For each mailbox you set how many emails it sends At most per day (1 to 500, default 30). The daily limit applies to all campaigns of the mailbox together. Leadmode distributes new recipients across the selected mailboxes.

Pace: Two presets are available.

• Ramp up carefully (recommended): Start with 2 emails per day, then 2 more per sending day up to the daily limit. Sending Monday to Friday from 9 to 17 (Europe/Berlin), 2 to 5 minutes between two emails of a mailbox, stop on reply.
• Custom values: You set everything yourself.

Below the settings, a preview shows the emails per sending day and the approximate duration in weeks. If the settings are not enough for all emails, it says ‘With these settings, not all emails will go out.’

Stop on replyCopy link to heading

For each recipient, the sequence ends as soon as one of these cases occurs:

Leadmode recognises a reply when it arrives in the inbox of a mailbox connected in Leadmode. Out-of-office notes and other automatic replies do not stop the sequence. Reply, bounce, unsubscribe and block apply to the address in all campaigns of the organisation, not only in the one the email came from. If Stop on reply is off, the follow-up emails continue despite a reply.

Before each individual email, Leadmode additionally checks the contact block and the blocklist. If a lead has been blocked in the meantime, they get nothing more and appear as ‘Skipped’.

Starting, pausing and changingCopy link to heading

Clicking a campaign opens the detail view. At the top, these buttons appear depending on the status:

A campaign has one of these statuses: Draft, Running, Paused or Completed. It is completed when no recipient is waiting any more. A completed campaign can no longer be changed.

While the campaign is running, the top shows ‘Sending window open until …’ or ‘Next sending from …’. If a mailbox cannot send right now, for example because it was disconnected, ‘… is not sending right now.’ appears with the reason. The recipients then stay in the queue.

EvaluationCopy link to heading

The list in the tab shows per campaign Status, Recipients, Sent, Replied, Undeliverable, Unsubscribed and Today, plus a bar with the share of completed recipients. The detail view shows more:

• Key figures: Recipients, Sent, Sent today, Replied, Undeliverable, Unsubscribed, Skipped and Failed. Below them, the reasons for Skipped and Failed with their count.
• Emails per step: how often each email of the sequence was sent.
• Emails per day, last 30 days as bars.
• Mailboxes: per mailbox sent today out of allowed, the time of the next email or ‘Limit reached for today’, and notices such as ‘No longer usable’.
• Recipients: name, status, number of emails sent, Last email and Next email. Filter by status narrows the list, Show more loads more. The cross removes a waiting recipient. They then get no more emails and appear as ‘Removed’.

The figures update by themselves during sending.

If the outcome is unclear, for example after a timeout, Leadmode does not send the email again so that nobody gets it twice. The reason is then ‘Outcome unclear, not sent again’.

Instantly in the same tabCopy link to heading

If an admin has assigned campaigns from Instantly to the project, they appear in the same tab under ‘Instantly campaigns’, together with the block ‘Figures per campaign’. These campaigns run in Instantly, not in Leadmode. See Instantly.

LimitsCopy link to heading

• At most 10 emails per campaign, 20 mailboxes, 500 emails per mailbox and day, and 5000 leads per addition.
• Only leads that are already in the project. Pasted addresses without a lead are not created.
• Only the placeholders listed above.
• Emails are only sent from your team's mailboxes, never through a Leadmode mailbox. If a mailbox is disconnected or the person has left, it no longer sends.
• Leadmode only recognises replies in mailboxes that are connected in Leadmode.
• You can only change a running campaign after pausing it. A completed one not at all.
• Which emails you may send to whom is your own decision. Leadmode only checks the contact block and the blocklist.

See alsoCopy link to heading

• Email templates
• Appearance and signature
• Mailbox
• Views and filters
• Instantly