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Setting up automated email campaigns

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Leigha Walker
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Recurring campaigns automate email communications to members based on specific criteria. Set an email to go out daily, weekly, monthly, or on a custom schedule to a saved search of recipients, and each send goes to an updated recipient list automatically.

Setting up a recurring campaign

Begin by creating a new email in the Contact Center.

  1. Select A Saved Search for your email. The criteria you choose determine the recipients for each send. To create a saved search, see Profile list and advanced search.
    Note: Choose criteria that work consistently for each send. For example, to email members monthly who joined in the past month, filter for members who joined in the last 30 days. The results update automatically each send, but the criteria stay the same.
  2. Build your email from a template, a saved email, or a new message. You can use merge fields in recurring campaigns.
  3. Enter the Email Details: From Name, From Email, and Subject Line. These stay the same for every email in the campaign.
  4. In the Send Email section, select Send as a recurring campaign. The frequency settings appear:
    • Select Email Frequency. For weekly and monthly options, select the days to send on a regular schedule. For a custom frequency, select the specific dates.
    • Set the Send Time and Time Zone for each send.
    • Set an End Date, after which emails stop, or select Never to run the campaign indefinitely.
    • Name this Campaign so you can find and edit it later.

    The recurring campaign frequency settings with send time, end date, and campaign name

Note: A "Next X days" setting (such as Next 90 Days) emails each matching person every day for that many consecutive days. A "Last X days" setting works the same way.

Once saved, the recurring emails generate automatically and appear in the Message Report alongside your other sent and scheduled emails. To edit the saved search, email body, or other details, load the email from the Saved Campaigns section of the Contact Center.

Tips for using a relative date range

To send reminders or updates based on timeframes, use a relative date range—you can trigger a campaign a certain number of days after an action, such as when someone joins. For example, send a reminder 7 days after a new member joins.

Tip: When setting up recurring campaigns, use "X days ago" instead of "last X days." This prevents sending the same email every day for those X days in a row.

Scenario 1: Different messages to the same group

To send a series of emails to members as they reach different milestones:

  1. Create four saved searches based on the join date, each with a relative date range (7 days ago, 30 days ago, 3 months ago, 6 months ago).
  2. Create four emails, one for each saved search.
  3. Set each email's frequency to every day and choose a send time.

This sends a different message for each timeframe.

Scenario 2: The same email to different groups

To send the same email to people who joined 7 days ago, 30 days ago, 3 months ago, and 6 months ago:

  1. Create four saved searches with the appropriate date range for each group.
  2. Create one email to send to all groups.
  3. Set up four separate campaigns, each with its own frequency settings.

The email content is the same, but you'll have four campaigns, one per timeframe.

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