Email Campaigns

Send one-time email blasts to your lists or run automated multi-email sequences for segments—all from the Workflows page.

What are Email Campaigns and Workflow Automation?

A single email blast sent once to your chosen audience.

You click Start Campaign and emails send immediately (within domain limits).

Use for: announcements, promotions, event follow

ups, one off outreach.

• Use for: announcements, promotions, event follow-ups, one-off outreach.

2. Workflow Automation

• A multi-email sequence (e.g. welcome → follow-up → offer) that runs on a schedule.
• Audience: A Lead Segment only (see Segments). New leads that match the segment are added automatically.
• The system runs daily at the time you choose (e.g. 4 AM, 10 AM, or 9 PM UTC) and sends the next email in the sequence to each lead.
• Use for: nurture sequences, trial follow-ups, re-engagement, onboarding.

Both are created and managed from Lead Generation → Workflows. When you create a new workflow, you choose the One-Time Campaign tab or the Workflow Automation tab.

From your dashboard, click Lead Generation in the sidebar, then click Workflows.

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You will see your list of workflows—both one-time campaigns and workflow automations—with status (Active/Paused/Inactive) and stats (sent, opened, clicked).

Click "Create a workflow" (or "Create Workflow") to open the workflow builder.

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You will see two tabs at the top:

One

Time Campaign Single email blast to a list or all leads.

Workflow Automation

Multi email sequence sent to a segment on a schedule.

Choose the tab that matches what you want, then fill in basic settings (name, domain, signature, optional template) and the section below for that tab (audience and, for workflows, schedule).

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Who receives the emails depends on which tab you chose.

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For One-Time Campaign

• All Leads — Every lead in your project. Good for announcements or launches; can use a lot of quota.
• List — One specific Lead List (e.g. "Webinar Attendees", "Trade Show Contacts"). Pick the list from the dropdown. Use for event follow-ups, imported lists, or any one-time blast to a fixed list.

You cannot target a segment for a one-time campaign; segments are used only for Workflow Automation.

For Workflow Automation

Segment

You must choose one Lead Segment. Only leads in that segment receive the sequence. The segment is re evaluated over time (e.g. "Visited pricing but didn't sign up"), so new matching leads are added automatically. You also must set a schedule (e.g. 4 AM, 10 AM, or 9 PM UTC) so the system knows when to run the workflow each day.

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Target Count & Quota Estimation

As you configure targeting, the wizard shows how many leads will receive emails and how much quota is needed. If you don't have enough quota, you'll see a red warning—upgrade your plan or reduce the campaign size. Quota is charged per email sent (not upfront); if you pause a campaign, you're only charged for emails already sent.

What you build depends on the tab.

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One-Time Campaign

• One email only. One subject, one body. When you click Start Campaign, that single email is sent to your audience (list or all leads).

Workflow Automation

Multiple emails in a sequence. Add two or more steps; for each, set subject, body, and delay in days. The system sends the first email when a lead enters the segment, then follow

ups automatically by the delays you set.

Use the rich text editor to craft compelling email content.

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Email Editor Features

Formatting toolbar:

• Text Styling: Bold, italic, underline, headings
• Lists: Bulleted lists, numbered lists
• Links: Insert clickable links (use UTM parameters for tracking)
• Images: Embed images from URLs or upload
• Alignment: Left, center, right alignment
• Colors: Text color, background color (use brand colors)

Personalization variables:

Insert variables that automatically replace with lead-specific data:

Lead data variables:

• {{full_name}} → "John Smith"
• {{first_name}} → "John"
• {{last_name}} → "Smith"
• {{company_name}} → "Acme Corp"
• {{job_title}} → "Marketing Manager"
• {{email}} → "[email protected]"

Brand asset variables:

• {{business_name}} → Your brand name from Brand Assets
• {{value_proposition}} → Your first value prop

{{cta_label}} → Your CTA button text

{{sender_name}} → From your email signature

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Template Preview

Click "Preview" to see how your email will look:

• View with sample lead data (variables replaced with examples)
• Check formatting on desktop and mobile
• Verify links work correctly
• Test with different email clients (Gmail, Outlook, Apple Mail)

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Choose which verified domain sends your campaign emails.

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Domain Selection Criteria

Pick a verified domain (green checkmark). The wizard shows daily sending capacity and how much is left today. New domains have lower limits at first; after warmup, you get full capacity. If your campaign is larger than the daily limit, emails are sent over several days automatically.

Choose which email signature appears in your campaign emails.

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Signature requirements:

• ✅ Confirmed: Signature email must be confirmed (verification link clicked)
• ✅ Matches Domain: Signature domain should match sending domain (e.g., [email protected] for acme.com)

Signature displays:

From Name: Sender name displayed in recipient's inbox

e.g., "John Smith"

From Email: Sender email address

e.g., "[email protected]"

Reply

To: Optional different email for replies

• Confirmation Status: Green checkmark if confirmed

Final review before launching your campaign.

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Review summary shows:

• Campaign Name: Workflow name you entered
• Targeting: Who receives emails (list/segment/filter summary)
• Target Count: Number of leads

Email Sequence: Number of emails in sequence

Total Emails: Target count × sequence length

Quota Required: Total emails × 0.01

Signature: Selected email signature

• Signature: Selected email signature
• Automation: Schedule time (if configured)

Example review:

• Target: "SaaS Trial Users" segment (320 leads)

Sequence: 3 emails

Total Emails: 960

• Quota Required: 9.6 quota
• Quota Available: 50 quota ✅

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Quota Validation

Before clicking "Create Campaign", system checks:

• ✅ Quota Available: Remaining quota ≥ estimated usage
• ❌ Quota Exceeded: Red warning with upgrade link if insufficient

If quota insufficient:

1. Click "Upgrade Plan" link to increase quota
2. Or reduce target count (narrow targeting)
3. Or reduce email sequence length (fewer follow-ups)

Click "Create Campaign" to finalize.

Your campaign is created and ready to send.

Success confirmation shows:

• ✅ "Campaign created successfully" message
• Campaign name
• Status: Inactive (gray badge)
• Options:

What happens when you click "Start Now":

1. Workflow status changes to Active (green badge)
2. System evaluates targeting criteria to get matching leads
3. System filters out leads already in this workflow (no duplicates)
4. System checks domain sending limits
5. System schedules first email for each lead
6. Emails begin sending (respecting warmup limits)
7. Follow-up emails scheduled based on the delay you set for each step

Track campaign performance in real-time.

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Campaign Statistics

Each workflow card displays:

• Status Badge: Active (green), Paused (yellow), or Inactive (gray)

Total Sent: Count of emails with 'sent' status

Opened: Count of emails opened

tracked via pixel

Bounced: Count of bounced emails

invalid address, full inbox

Last Sent: Timestamp of most recent email

• Failed: Count of failed sends
• Open Rate: (Opened ÷ Sent) × 100%
• Click Rate: (Clicked ÷ Sent) × 100%
• Last Sent: Timestamp of most recent email

Example statistics:

• Sent: 450
• Opened: 180 (40% open rate) ✅ Good
• Clicked: 45 (10% click rate) ✅ Good
• Bounced: 5 (1.1% bounce rate) ✅ Healthy
• Failed: 0 ✅ Excellent

Metric benchmarks:

• Open Rate: 20-40% typical for cold outreach, 40-60% for warm leads
• Click Rate: 2-5% typical for cold outreach, 5-15% for engaged leads
• Bounce Rate: <2% healthy, 2-5% concerning, >5% critical (damages reputation)
• Click-to-Open Rate: (Clicked ÷ Opened) × 100%—measures content quality (aim for >10%)

Campaign Management Actions

Pause Campaign

Temporarily stop a running campaign.

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To pause:

1. Find Active campaign in list
2. Click "Pause" button
3. Status changes to Paused (yellow badge)

What pausing does:

• ❌ Stops evaluating targeting (no new leads enter sequence)
• ❌ Stops sending first emails to new leads
• ✅ Allows already-scheduled follow-ups to complete
• ✅ Preserves all campaign data and statistics

When to pause:

• Testing or debugging email content
• Updating targeting criteria or templates
• Approaching daily sending limits
• Need to review performance before continuing

Resume Campaign

Reactivate a paused campaign.

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To resume:

1. Find Paused campaign
2. Click "Resume" button
3. Status changes to Active (green badge)

Resume behavior:

• ✅ Resumes evaluating targeting
• ✅ Begins sending to new leads matching criteria
• ✅ Continues from where it paused (no duplicates)
• ✅ Existing leads in sequence continue receiving follow-ups

Delete Campaign

Permanently remove a campaign.

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To delete:

1. Click "Delete" button
2. Confirm deletion in dialog
3. Campaign removed immediately

What gets deleted:

• ✅ The campaign (workflow)
• ✅ All send tracking (sent/opened/clicked)
• ✅ Scheduled follow-ups for leads in sequence

What is NOT deleted:

• ❌ Leads themselves (remain in your project)
• ❌ Already-sent emails (can't "unsend")
• ❌ Domain, signature, brand assets (remain for other campaigns)

Understanding Background Processing

Large campaigns are sent in the background so the page doesn't time out. You can close the browser and emails will keep sending. Refresh the page to see progress.

Troubleshooting

Campaign Not Sending Emails

Problem: Campaign status is Active but no emails sending

Solutions:

1. Check domain verification - Go to Domain Verification, verify green checkmarks
2. Check daily sending limits - Go to Email Setup, check "Remaining" capacity (if 0, wait until midnight UTC)
3. Verify signature confirmed - Unconfirmed signatures block sending
4. Check targeting matches leads - If segment has 0 leads, no emails send
5. Verify warmup status - Day 1 domain limited to 5 emails/day
6. Check quota available - Need 0.01 quota per email
7. Check browser - Refresh the page or try a different browser if something looks wrong

Low Open Rates (<15%)

Problem: Emails sending but very few opens

Causes & Solutions:

1. Poor subject lines

• ❌ "Newsletter #47" → ✅ "{{first_name}}, quick question about {{company_name}}"
• ❌ "Important update" → ✅ "Your demo is ready (2 min video inside)"
• ❌ "FREE OFFER!!!" → ✅ "Exclusive for {{company_name}}: 50% off"
• Test: Use personalization, create curiosity, avoid spam words

2. Sender reputation issues

• Check bounce rate (>5% damages reputation)
• Use a verified domain (not gmail.com)

3. Emails going to spam

• Avoid spam trigger words: "free", "guarantee", "act now", "limited time"
• Include physical address in footer (legal requirement)
• Don't use all caps: "CLICK HERE" → "Click here"
• Use more text than images in the email

4. Targeting wrong audience

• Verify email addresses valid (use email verification tool)
• Ensure targeting matches your ideal customers
• Remove inactive leads (no engagement in 6+ months)

Low Click Rates (<2%)

Problem: Good opens but few clicks

Causes & Solutions:

1. Weak or unclear CTA

• ❌ "Click here" → ✅ "Schedule Your Demo"

❌ Multiple CTAs → ✅ One primary CTA per email

❌ Text link → ✅ Prominent button with brand colors

2. Too much text

• ❌ 500-word email → ✅ 100-200 words for cold outreach
• Use bullet points for scannability
• Put CTA above the fold (visible without scrolling)

3. Irrelevant content

• Match content to lead's industry/role
• Reference specific actions: "You visited our pricing page..."
• Tailor value prop to their needs

4. Broken or suspicious links

• Test all links before sending
• Use branded URLs (not bit.ly shorteners)
• Avoid multiple domains in one email

High Bounce Rate (>5%)

Problem: Many emails bouncing, damaging sender reputation

Causes & Solutions:

1. Invalid email addresses

Use an email verification tool before importing

Fix typos: "gmial.com" → "gmail.com"

Delete fake emails: "[email protected]", "[email protected]"

2. Old lead lists

• Email addresses expire (people change jobs)
• Re-verify lists older than 6 months
• Remove hard bounces from future campaigns

3. Corporate email filters

• Some companies block all external emails
• Try different person at same company
• Use LinkedIn InMail as alternative

Quota Issues

Problem: "Insufficient quota" error when starting campaign

Solutions:

1. Upgrade plan

• Click "Upgrade Plan" link in quota tooltip
• Higher tiers include more quota

2. Purchase quota add-on

• Buy additional quota credits
• Add-ons available in billing settings

3. Reduce campaign size

• Narrow targeting (smaller segment/list)
• Reduce email sequence length (fewer follow-ups)
• Split into multiple smaller campaigns

4. Wait for quota reset

• Some plans have monthly quota reset
• Check your billing cycle