Email campaigns
Send a templated email to a segment of patients — newsletters, promotions, education.
Overview
Email is the channel for longer messages — newsletters, oral hygiene tips, holiday hours announcements. The composer supports HTML, variables, and segmenting by tag.
Prerequisites
- Owner or Admin role
- A verified sender email (SPF/DKIM ideal)
- Recipients with valid emails
Steps
Open Communications. Top nav → Communications.
Click "+ New email campaign".
Pick the segment. All patients, by tag (VIP, Anxious, Pediatric), by registration date, by last visit. Preview shows estimated reach.
Compose the subject line. Short, descriptive, no spam triggers ("FREE!" etc.).
Compose the body. Rich-text editor supports headings, lists, links, images. Insert {{patientName}} for personalisation.
Test send to yourself. Send test to your email; verify rendering across desktop and mobile.
Schedule or send now. Send immediately, or schedule for future delivery (e.g., 9 AM Monday).
Track results. Campaign log shows opens, clicks, bounces per campaign. Open rate >20%, click rate >2% are healthy benchmarks for clinic emails.
Expected outcome
- A
Campaignrecord with the recipient list, body, schedule - Per-recipient
CommunicationLogrows track delivery - Open and click events update the log via tracking pixel/link
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| High bounce rate | Outdated patient emails | Run an email cleanup pass |
| Low open rate | Subject line or sender reputation | Iterate on subject line; configure SPF/DKIM |
| Image broken | External URL | Upload via the editor's image button instead |
| Send button disabled | No verified sender | Settings → Communications → Email to verify sender |
| Campaign showing 0 recipients | Filter too narrow | Widen segment criteria |