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Email Facility User Guide

How to create an email campaign

1. Log in to your Email Facility and click into the ‘Campaign’ section from the menu bar at the top of your screen. This is the area you need to be in to work on campaigns.

2. To create a campaign, we advise that you duplicate a previously sent or drafted campaign and then make changes to this. Details of how to do this will follow later in this document. Duplicating a campaign ensures that your logo and contact details are pulled through to your new campaign, which saves you from having to load these details to each campaign.

3. Please hover your curser across to the end of the campaign row, the icons at the end will appear – a duplicate sign and a dustbin. Please click on to the duplicate sign.

Don’t worry if you haven’t sent a campaign before. When we set up your Email Facility account, we will always create a draft campaign containing your details for you to duplicate.

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4. After duplicating a previous campaign, refresh your page and this will then appear as a draft in your account – see below.

5. Click the title of the campaign and it will bring you into the area to edit the campaign – see below.

6. Click the edit button next to ‘Campaign and sender’ to edit the campaign name, subject line and ‘From’ email address

7. Clicking into ‘edit’ will bring you to the below page.

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• Name this campaign – this section is to name your campaign for your reference only, your clients will not see this.

• Subject line – this is the subject line of the email that your clients will receive. There is an option to insert personalisation such as your client’s name, but this isn’t required, you can write anything you like*.

• Who is it from? – this can be changed per campaign, which is useful if multiple colleagues in your office are using the same account. Simply fill this out with the sender’s name, and email address.

*Inserting Personalisation – click the box titled ‘Insert Personalisation’ and it will bring you to the below dropdown menu. Select the option of personalisation you would like. The element of personalisation such as ‘first name’ will be pulled through from your client list, this will be detailed at a later stage as it is relevant when loading your client list.

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8. Once you have filled in the campaign name, subject line and sender address, please click the below green button.

9. This will bring you back to the below page. The next step is to load the HTML template into the campaign. To do so, first click ‘change template’ as indicated below.

10. This will bring you to the below page. Click into ‘My templates’ as indicated below. This will then show you all the HTML templates that are loaded into your Email Facility.

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11. To select the relevant HTML template that you want to send, please click onto the image and click ‘Yes, switch to this template’.

12. You will then be taken to a preview of your campaign. You can see that the personalisation (logo and contact details) have been pulled through to the top of the campaign, from the duplication.

13. The HTML templates that we provide are all compliance approved and so the body of the email is non-editable. You do have the option to edit your contact details and logo, please see below.

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Clicking this edit button allows you to edit your company contact details as shown above. Clicking edit next to the logo enables you to replace the logo image.

14. Once you are happy with this, click ‘Return to snapshot’ in the top left-hand corner.

15. This brings you back to the below page. This is where you will define your recipients for the campaign. Click the green button as indicated below.

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16. This brings you to the below page. Click ‘Select it from your computer instead’ where indicated below. Clicking this will open your files on your PC, you then need to load your client list in the format of an excel spreadsheet*.

*The excel sheet requires minimal information. We advise to format your excel sheet in the below way. The only information the system requires is the first name, last name and email address of your client.

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17. After loading your excel list, you will see the below page. The system will always show you three random recipients to spot check that your client name and email addresses are correctly aligned. Each field – First Name, Last Name and Email Address has a correlating drop down list on the right-hand side. Click the correct field that applies to the information as shown below. This is important if you have chosen to insert personalisation into your subject line, as this is where the system pulls the data from.

Once you have checked that the fields are aligned correctly, click ‘Finish adding subscribers’.

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18. This will bring you to the below page. You can click ‘View a preview’ as indicated below, to see a campaign preview.

19. Now that your client list is loaded, you also have the option to view this campaign with the personalisation that you have selected. Use the arrow shown below to select a client’s email address, and then click the ‘Preview’ button.

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20. When you click ‘Preview’ this will load a personalised preview of the email address you have selected, please see below

21. After you have previewed your campaign, scroll to the bottom of the page and click the green ‘Schedule campaign’ button.

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22. This will bring you to the below page. You have the option to either send the campaign immediately or schedule it for a specific time*.

*If you are scheduling for a specific time, use the drop-down menus below to select the date, time and correct time zone.

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23. Fill in the ‘Confirmation email’ section – this person will be notified via email when the campaign has been sent.

24. If you are scheduling the campaign, click the green button ‘Add or confirm payment details’ – you will then be taken to the below screen for payment.

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If you are sending the campaign now, the screen will appear as below. Click the green ‘Send campaign now’ button, which will take you to the payment screen as shown in the previous step.

25. You will then be taken to this page which confirms that your campaign has been sent. Click ‘See campaign report’ to view an overview of your campaign reporting.

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26. This will bring you to the following page. This shows you information such as who has unsubscribed, who has opened your email and who hasn’t. It is useful to check back on this sometime after you have sent the campaign, to see how your clients are engaging with your email campaigns.

27. To view your billing history and account settings, please click the dropdown arrow next to the profile icon in the top right corner, as indicated below. Once you have paid for your first campaign, information will populate in your billing history.

We have also produced a more extensive guide of the Email Facility. Please email info@tomd.co.uk if you would like to receive this.