Sending an email campaign

Email campaigns are one of the most reliable ways to communicate directly with your audience. Whether you’re sharing updates or driving engagement, they help you reach people in a place they already check regularly—their inbox.

Common reasons to send an email campaign include:

• Sharing product updates or new features
• Sending newsletters with company news or insights
• Delivering promotional emails and special offers
• Distributing blog content or educational resources
• Sending important legal or account-related notices (such as updates to terms and conditions)

A well-structured campaign helps you keep your audience informed, build trust, and encourage action, without adding unnecessary complexity to your workflow.

Before you start your email campaign

Before creating your campaign, make sure you:

• Know your goal (e.g., inform, promote, or drive traffic)
• Have selected the right audience using a Group and/or Segment
• Prepared your email content (subject line, copy, images/graphics, and any links)

This helps you move through the setup process quickly and reduces the chance of errors.

How to send an email campaign

1. Click the + Create button in the top menu bar and choose Campaign.
2. Give your campaign a name, and choose Email Campaign as the type.
3. You'll now be taken to the Campaign wizard. Choose who should receive your campaign. At this point you can select Groups and/or Segments who should receive the campaign. The recipients will be a combination of the Group and Segment you choose. If you don't have a ready made segment you can choose to Add exclusive segment to create a brand new temporary segment to send the campaign to. Click Next step to continue.
4. Now you get to choose what template to use for your Campaign. Use the tabs to find the right template for you.
   1. Themes - let's you choose from one of our pre-made templates in a range of categories
   2. Saved Templates  - contains templates that you have previously saved in your account
   3. Campaigns - let's you select a template from a previously sent campaign
   4. Advanced - has options to create a plain text email, use code, upload a template or import one from an external site.
5. Once you've clicked on a template you'll be taken to the template editor, where you'll be able to customize the content for this specific campaign. Any edits you make here will be just for the campaign you're working on. We have a dedicated article on [how to use the drag & drop editor] TODO to work on your template. When you're ready, click Save & Continue.
6. In the final step you configure the From name and address, along with the email subject, optional pre-header text, when to send the campaign, and your [delivery options] TODO. From this step you can also send yourself a test email to preview the campaign, and run a 'Spam test' for the campaign as well, to get an idea of how it will be received by different email providers
7. When you're ready to send the campaign, click the button to Send Immediately/Schedule Campaign to X Contacts. Alternatively you can choose from one of the Delivery Options, which will let you send your campaign using Smart Sending, to optimize for best possible deliverability.

Tips for better campaigns

• Keep your message focused so readers know what action to take
• Use clear subject lines to improve open rates
• Test before sending to catch formatting or link issues
• Choose the right timing and/or Delivery Options to reach your audience when they’re most likely to engage

Campaign Delivery Options

In the final step of the campaign you can choose to send your campaign using Smart Sending.

Smart Sending helps you maximize engagement by automatically delivering your Transpond Campaign emails at the time each recipient is most likely to open and interact with them. Instead of sending every email at the same time, Smart Sending uses recipient engagement patterns to optimize delivery timing, helping improve open rates, increase click-throughs, and create a better experience for your audience without adding extra work for your team.

Read more about how it works and to use it in [our dedicated article on Smart Sending]. TODO

Advanced Campaign Options

In the Recipients step (Step 1) of the campaign wizard there's a set of advanced options you can use for some optional granular configuration options. Toggle the Advanced Options at the bottom of Step 1 to set them up.

How to exclude contacts from a campaign

1. Enable the Show Advanced Options option in the Recipients step of the campaign wizard.
2. Under Exclusions, add Groups and/or Segments for contacts that you want to specifically exclude from the recipient list in the campaign.
3. If you're adding a segment, at the bottom of the segment list you'll have an option to add a segment only for this campaign if you want to create a custom segment to exclude just for this campaign.

How to customize tracking for a campaign

1. Enable the Show Advanced Options option in the Recipients step of the campaign wizard.
2. Under Tracking, you can enable or disable some link tracking options.
   1. Track links means that any links in your emails are tracked so Transpond can show when someone clicks a link in your campaign reporting, and so you have the option to use those actions in Automations. This is enabled by default.
   2. Track opens means that Transpond will track when an email is opened, which can also be used for your reporting and Automations. This is enabled by default.
   3. Add UTM Tracking to Links will add UTM Tracking details to the links in your campaign.

How to freeze Custom Fields for a campaign

When you choose to freeze custom fields, Transpond stores the custom field values as they are at the moment you click Send. This means that if a contact's custom field values are updated after the campaign has been scheduled, but before the email is sent, the email will still use the original values captured when the campaign was scheduled.

This helps ensure every recipient receives the content you intended, even if their contact data changes before the campaign is delivered.

How to set it up:

1. Enable the Show Advanced Options option in the Recipients step of the campaign wizard.
2. Under Tracking there's an option to Freeze Custom Fields.

How to suppress Out of Office Auto replies for a campaign

Suppressing Out of Office Auto replies adds a header to your email which tells email clients not to send automatic out of office replies even if the recipient has enabled them.

How to set it up:

1. Enable the Show Advanced Options option in the Recipients step of the campaign wizard.
2. Under Tracking, there's an option to Suppress Out of Office Auto Replies

Advanced Send Options

In the Send step (Step 3) of the campaign wizard there's a set of advanced options you can use for some granular Send options. Toggle the Advanced Settings at the bottom of Step 3 to set them up.

How to Limit Sending times for a campaign

Limiting campaign sending times to specific times of day helps ensure messages reach recipients when they are most likely to see and engage with them. Sending during optimal hours can improve open and response rates, reduce the chance of messages being ignored outside business hours, and create a more consistent, professional experience for your audience. It also helps teams better align outreach with customer availability and communication preferences.

1. Enable the Advanced Settings option in the Send step of the campaign wizard.
2. Toggle the option to Limit Sending Times to send your campaign only between the configured start and end times.
3. Select the Start and End times.

How to Auto Resend a campaign

Automatically resending a campaign to people who have not opened it after a set number of days helps give your message a second chance to be seen without requiring manual follow-up. It can increase overall open and engagement rates by reaching recipients who may have missed the original send, while helping your team maximize campaign performance with less effort.

1. Enable the Advanced Settings option in the Send step of the campaign wizard.
2. Toggle the option to Auto Resend.
3. Now you get to choose how many days to wait before you resend the email to anyone who hasn't opened it yet. There is an optional subject line you can use if you want to change the subject specifically for the resend email.

How to Batch send a campaign

Batch sending helps you control how quickly your campaign emails are delivered by breaking a send into smaller groups over a set period of time. Instead of sending your entire campaign at once, you can choose the size of each batch and the delay between batches to gradually disperse delivery.

1. Enable the Advanced Settings option in the Send step of the campaign wizard.
2. Toggle the option to Batch Sending.
3. Now you get to choose the batch size, and the time each batch of emails should be dispersed over.
4. Once configured you'll see an estimated send duration just below the options.