Tools are the things you do to many customers at once, plus the small amount of internal coordination the product carries for your team.

Email campaigns

A campaign names an audience and sends one message to it. The audience is defined by who the message is about — clients, services, invoices — rather than by a static list, so the same campaign definition sends to whoever matches when it runs.

  1. Name the campaign and choose who the message is about.
  2. Narrow the audience and confirm the count before writing anything.
  3. Write the message, using merge fields for anything customer-specific.
  4. Send to yourself first. Every merge field renders differently against real data than against a preview.
  5. Send, then check the email log rather than assuming delivery.
A campaign cannot be recalled.

Check the audience count before sending. A filter that is one condition short is the difference between forty recipients and four thousand.

Marketing consent

Marketing email is governed by the customer’s marketing preference, which is separate from the operational email they receive as part of their service. A customer who has not opted in still receives invoices and support replies; they do not receive campaigns. Keep the distinction — conflating them is both a legal problem and a deliverability one.

Newsletter subscribers

Utilities › Newsletter Subscribers is the organization's own newsletter list. A subscriber is an email address that asked for the newsletter and nothing more: not a client, not a member, and without a login. The Newsletter section of your pages adds people here, and anyone who can send mass mail can open the list.

Awaiting confirmation
Signed up but has not yet followed the link in the confirmation email. Do not mail them.
Subscribed
Confirmed, or added by an administrator who knows they asked. These are the people a newsletter goes to.
Unsubscribed
Followed the unsubscribe link or was unsubscribed here. The address stays on file so it is never mailed again by mistake.
  1. Add people who asked in personunder Add subscribers: one address per line, optionally followed by a comma and a name. Send each a confirmation email is the safe choice; Subscribed now is only for people who already agreed.
  2. Export the listwith Export subscribed when your newsletter is sent from another service. With a status filter chosen, the export follows the filter.
  3. Carry the unsubscribe link.Every subscriber has a personal unsubscribe address (/newsletter/unsubscribe/…), included in the confirmation email. Put the equivalent link in every newsletter you send.

The confirmation message is the Newsletter Subscription Confirmation email template, with the merge fields {$subscriber_name}, {$subscriber_email}, {$newsletter_confirm_url} and {$newsletter_unsubscribe_url}. A website visitor can start at most five sign-ups an hour, and a hidden field turns away form-filling robots.

Email marketer

The email marketer sends rule-driven messages on a schedule rather than one message on demand: a sequence tied to signup, renewal or inactivity. Like everything scheduled, it depends on the automation actually running.

Mass message

A one-off message to a selected set of clients, composed and sent immediately. Use it for operational announcements — an outage, a price change, a migration window — where a campaign’s audience machinery is more than the moment needs.

Tracked links record which recipients followed which link. Use it to measure whether a message worked, not to profile individuals.

Schedule

Due dates for services and addons, to-do items and your own events in one calendar. Click a day to add an event, or drag events to move them. The service due dates shown here are the same dates the automation acts on, which makes it a useful sanity check before a billing run.

Task list

A shared to-do list for the team. Filter the list, tick rows to update several items at once, or add an item from the side card. It is deliberately simple; it is not a project tracker.

CSV download

Export a data set for use elsewhere. Exports contain customer personal data, so treat the file the way you would treat a database dump: encrypted at rest, deleted when the task that needed it is finished.