Batch Email allows you to send email messages to multiple contacts at the same time. This is especially useful for sending updates, Follow-up messages, promotions, or notifications to a large audience.
✅ Prerequisites
Before using the Batch Email feature, please ensure:
You have the necessary permissions to send batch Email.
Your contacts have opted in to receive Email communication.
👥 Selecting Contacts
You can send a batch Email to:
All Contacts
Any contacts from a specific contact Group.
To target specific people:
Use the Filters button to segment your contact list based on criteria you choose.
Select contacts using the checkboxes on the left side of the contact list.
Once contacts are selected, click the Batch button on the left side menu.
If you have permission, you will see the Batch Email option enabled.
✍️ Using Email Templates
You can add or select Email templates for consistent messaging across batches.
Templates are especially useful when you're sending the same content frequently. They help save time while ensuring your messages remain clear, professional, and on-brand.
Email Batch Screen Description
The Email Batch screen is used to compose and send emails tomultiple recipients efficiently, with support for templates, document attachments, and dynamic content insertion.
Key Features
Template Management
Load Email Template: Quickly populate the email with pre-defined content.
Select Form Template: Attach or link a form to include in the email.
Select Digital Document: Add a predefined digital document for recipients to review or sign.
Attachments
Add Documents: Upload and attach files directly to the email.
Subject Line
A dedicated field to enter the email subject.
Rich Text Editor
Full formatting toolbar including:
Text styling (bold, font size, alignment)
Lists and paragraph formatting
Hyperlinks and images
File/document insertion
Dynamic Fields (Merge Tags):
Insert personalized placeholders such as:
Contact Name
Staff Name
Staff Signature
Form Link
Digital Document
These fields automatically populate with recipient-specific data when sent.
Content Area
Main body where email message is written or edited.
Displays character count.
Send Options
Send Button: Dispatch the email batch.
Optional scheduling or delayed send (indicated by clock icon).
Purpose
This screen streamlines bulk communication by allowing users to:
Personalize emails at scale
Attach relevant forms and documents
Maintain consistency through templates
Reduce manual input using dynamic fields
Batch Summary Screen Description
The Batch Summary screen provides an overview of a completed communication batch, displaying key details and delivery metrics for quick tracking and verification.
Header Information
Batch Name/ID: Displays the unique identifier (e.g., Batch - ed319045).
Status: Indicates the current state of the batch (e.g., Completed).
Timestamp: Shows the date and time the batch was processed or sent.
Navigation Breadcrumbs: Allows users to trace back to the Dashboard and Batching Dashboard.
Batch Details
Channel: Identifies the communication method used (e.g., Email).
Total Recipients: Number of intended recipients in the batch.
Delivered: Count of successfully delivered messages.
Members: Total number of associated members included in the batch.
Purpose
This screen enables users to:
Monitor the outcome of a batch communication
Verify delivery success at a glance
Confirm recipient and member counts
Access high-level reporting without needing to open detailed logs
📩 What Happens if a Contact Has Unsubscribed?
If a contact has previously unsubscribed from your emails, they will be excluded from any Batch Email you send, even if they're part of the selected group or contact list.
✅ How to Re-Subscribe a Contact
If a contact wants to start receiving emails again, there are two simple options:
Option 1: Text Opt-In
The contact can text your location number with the keyword:
**my email**This will automatically re-enable email communication for that contact.
Option 2: Email Request to Support
The contact can send an email to:
[email protected]They should include:
Their full name
The gym/location they belong to
A request to be added back to the email list
📌 Improving Email Deliverability
To help ensure your emails reach the inbox and aren’t marked as spam:
Ask contacts to save your location's email address in their contact list and mark it as important or “safe.”
Encourage them to send at least one email to you.
🔁 Best Practice:
For every 10 emails you send to a contact, it's recommended to have at least 1 inbound (reply) email.
This signals to their email provider that your messages are wanted and helps prevent future blocking or filtering.