Email Marketing Campaign

If you are subscribed to MyTime's Automated Marketing feature, you can easily create and send emails to your entire client list, to selected clients, or to a single client. In this article, you'll learn how to send an email campaign to multiple clients.

Things to know:

• The ability to create and send email marketing campaigns is controlled by the "Accessing Email Campaigns" access control setting.
• By default, the recipient list will automatically display clients:
  • Who are associated with a location
  • Have an email address on file and have opted in to receive email marketing campaigns
• If a client is not associated with a location, has not opted in to receive email marketing campaigns, or does not have an email address on file, they will not be included in the recipient list.
• When sending email campaigns, you can specify a preferred delivery method using the "Deliver By" option:
  • Use if Available: The selected method will be used for delivery, provided it is available (e.g., the recipient has the required contact information or has not opted out).
  • Never Use: The selected method will not be used under any circumstances, even if no other delivery options are available.
    
• Once a campaign is sent, MyTime tracks key performance metrics, including whether clients opened the message, how many clients booked an appointment, which email addresses bounced, so you can update your records, etc.
  

• The following statuses will be displayed under the Marketing > Campaigns > Sent tab once email marketing campaigns are sent:

  • Bounced: The email was not received by the client, which typically occurs when there is no valid email address on file.

  • Delivered: The email was received by the client but not opened

  • Delivered/Booked: The client received the email but did not open it. However, they either scheduled an appointment online or had one scheduled for them in-store by the business.

  • Opened/Booked: The client opened the email and successfully booked an appointment online, but they did not click the "Book Now" button or any of the links included in the email.

  • Opened: The email was received and opened by the client.

  • Clicked: The client opened the email and clicked the "Book Now" button or any links included in the email but did not schedule an appointment.

  • Clicked/Booked: The client opened the email, clicked the "Book Now" button or one of the links, and successfully scheduled an appointment. This status may also appear if the client clicked the "Book Now" button but did not schedule an appointment online; however, the business scheduled the appointment in-store on their behalf

• For franchise businesses with client sharing enabled, when a manual campaign is sent, the system ensures that the reply-to email and physical address used in the campaign come from a location within the same child account that is sending the campaign. The system determines the appropriate location based on the following logic:
  • Client’s Preferred Location (Belongs to a Different Child Account): If the client’s preferred location is part of a different child account than the one sending the campaign, it will not be used. Instead, the system uses a location within the child account sending the campaign for both the reply-to email and physical address.
  • Client’s Last Appointment at a Location Within the Sending Child Account: If the client’s most recent appointment was at a location within the child account sending the campaign, that specific location’s details will be used.
  • Client’s Last Appointment Outside the Sending Child Account: If the client’s most recent appointment was at a location outside the child account sending the campaign, the system will choose one of the client’s associated locations that belongs to the sending child account.
  • Single Location Selected During Campaign Creation: If only one location is manually selected during campaign setup, that location will always be used for the reply-to email and physical address—regardless of the client’s preferred location or appointment history.
    
• Email campaigns sent directly to clients from their profiles can be hidden from the Marketing > Campaigns > Sent tab. However, these sent campaigns can still be accessed in the “Campaigns Received” section of the client’s profile. The ability to hide client-specific email campaigns from the Marketing > Sent tab is managed by a hidden setting that can only be enabled by the MyTime team. To enable this hidden setting, please contact our Support Team at support@mytime.com.

To send an email to multiple clients:

1. Navigate to Marketing > Campaigns 
2. Next, go to the Campaigns tab and then select “Email” 
3. Here, you can use information from an existing email template or create your own 
4. From here you can edit the following: 
   • Edit Template: The name of the template 
   • Reply-to name: Name of the business that appears when your clients reply to an auto email. We will use the business name that was added to the business profile page
   • Reply-to-email: The email address that responses from your clients will be sent to if they reply to the campaigns sent
   • Subject: The subject name of the email
   • Email Body: Enter the template information here by hovering over the highlighted sections and clicking on the edit icon. You can choose various options from the editor to design your template. Hover over each icon for a description. Advanced users can insert HTML to make their emails more visually appealing.
5. After making the necessary adjustments to your campaign, click on the "Next Select Recipients" button 
6. Select your desired filters—you can learn about each filter here 
7. You can also search for clients by name, phone number, and email address using the search box            
8.  To view and edit the clients selected to receive the campaign before sending, select View next to the client count
9. Once satisfied with your recipient list, you can choose to send the campaign now or later. If you choose later, you can select a date and time for the campaign to be sent.
10. Click on the Send button to send the campaign now
11. On the Campaigns Sent tab under the Sent Email Campaigns section, you will be able to view all Campaigns that were sent. Additionally, on the Campaigns Sent tab, you can hide a sent campaign by clicking "Hide," which prompts a confirmation pop-up: "Are you sure you want to hide this campaign?" Selecting "OK" hides the campaign from the interface.