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Marketing - Manage Mass Mail

Marketing - Manage Mass Mail

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In this article:

Send/Schedule Mass Mail

NoteAlways  test your mass mail by sending to test email accounts before sending to intended registrants.

1 – In the Sales Center, pull up the registrant list you want to mass mail.

2 – Click Select All to check the boxes beside all registrants in the list.

3 – Click Mass Mail.

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4 – In the Mass Mail window, note the default Send From field specifies the Primary Assigned Sales Rep. If you want the email to appear to come from a sales rep other than the primary assigned rep, click the dropdown and select the sales rep from the list of options. 

Note: In the Send to Primary Email Only? field, leave the default as Yes to send the mass mail to registrants’ primary emails only. Selecting No will send the mass mail to all emails listed on a registrant's profile.

5 – In the Schedule for field, select the day and time you want the mass mail to be sent. The default is the current day and time with a 15-minute delay. This allows you to cancel the mass mail if needed.

Note: The mass mail will be sent in the project time zone.

6 – In the Templates Search field, search for the template and select it. Once selected, the template name will populate to the right of Template.

Note: If you want to search the global template folder only, click the filter button to the right of the Search field and check the box beside Show globals only.

7 – Click Send.

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Note: If you want to preview a template, hover over it in the list and click the image button that appears.

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8 – A message will come up asking if you are sure you want to send the mass mail. Click OK.

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9 – You will be directed to the Scheduled Mailing area where you can view the mass mails that are scheduled to be sent. Click on the 3 dots to the right to Cancel or Reschedule.

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View Scheduled Mailings

In the Sales Center, click Marketing and select Scheduled Mailing from the dropdown.

Marketing_ViewScheduledMailling.jpgScheduled mailings will be listed with the following information: Email ID, Email Subject, Scheduled Send date and time, Schedule By (user who created the scheduled mail), Send From, Template Name, and when the mail Starts to send to selected recipients.

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Cancel Scheduled Mass Mail

1 – In the Sales Center, click Marketing and select Scheduled Mailing from the dropdown.

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2 – Click on the 3 dots to the right and select Cancel.

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3 – Click OK to cancel the mailing.

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If the mass mail is successfully cancelled, it will disappear from the Scheduled Mailing list.

Reschedule Mass Mail

1 – In the Sales Center, click Marketing and select Scheduled Mailing from the dropdown.

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2 – Click on the 3 dots to the right and select Reschedule.

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3 – Select the new day and time as needed and click Reschedule.

Note: The mass mail will be sent in the project time zone.

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Test Mass Mail Before Sending

1 – In your template, click Send test email.

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2 – If a test email list has been set up, the email addresses will be displayed under Recipients. If no email addresses are displayed, it means the email list is empty. To add or remove email addresses from the list, click edit.

3 – To add an email address, enter it in the space provided. Then click Add recipient. To remove an email address, click the X beside it.

4 – Click Save recipient list.

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5 – Click Send test email.

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Understanding Mass Mail Summary

The Mass Mail Summary, found under Reports in the Sales Center, provides information on each mass mail that is sent. Among the details, you will find the number of opens vs unopens including click-throughs to registrant lists, how many and which links were clicked on, etc. The table below explains what each column in the Mass Mail Summary represents.

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There are couple of points to note about how the Send From and Send to Primary Email Only fields impact the Mass Mail Summary and Mass Mail Details.

Send From:

The default setting in the Send From field is Primary Assigned Sales Rep. If that option is selected when sending mass mail, the email to the recipient will appear to come from the Primary Assigned Sales Rep's project email address as set up in Lasso. If, instead, a specific sales rep is selected from the dropdown list, the email to the recipient will appear to come from the selected sales rep's email address as set up in Lasso.

The Sent By column of the Mass Mail Summary displays the user account that the mass mail was sent from. Clicking through to the Mass Mail Details will show the sales rep that was selected in the Send From field when setting up the mass mail.

Send to Primary Email Only:

When you are sending a mass mail, you have the option of sending it to only the primary email address of each registrant or all email addresses that are in the registrant’s profile in Lasso. The default is to send to the primary email only. If you select No as opposed to leaving the default Yes in the Send to Primary Email Only field, the numbers in the Mass Mail Summary may not match the click-through registrant lists.

For example, when No is selected in the Send to Primary Email Only field, a registrant that has two email addresses in Lasso will be sent the mass mail to both addresses. If that registrant opens the email in both addresses, the Mass Mail Summary will count two opens but the click-through registrant list will show only one registrant for both opens.

*Feedback loop: AOL, Comcast, Gmail, Hotmail / Outlook, and Verizon have complaint feedback loops in place, where they notify Lasso if a registrant have hit Junk or Spam when they receive a mass mail. Upon receipt of a complaint, Lasso updates the registrant's status to Opted-Out. It is displayed on the Mass Mail Summary as a Complaint.

 Mass Mail Failure Reasons

The Mass Mail Summary in Lasso's Sales Center provides you with statistics on the number of mass mails that did not get delivered. There are two columns on the report that display this information - Not Sent and Failed.

Clicking on the Subject in the Mass Mail Summary will take you to the Mass Mail Details. The Failure Reason column in the Mass Mail Details provides information on whether the failure was due to a Hard Bounce, Soft Bounce, or Other. Below are explanations of Not Sent and Failed reasons, and suggested actions you can take to fix the issues.

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