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.
🔖 Using Tags to Auto-Populate Information
To personalize your message even further, you can use the Tag icon in the Email text box. This allows you to automatically insert specific information into your messages. Available tags include:
Contact First Name: Saves time by automatically inserting each recipient’s first name.
Staff First Name: Adds a personal touch by showing who the message is from.
Staff Email Signature: Automatically includes your standard email signature.
Insert Form Link: If you'd like to attach a form, choose this tag, then click the blue "Select Form Template" button at the top of the text box to pick your form.
Insert Digital Document: To attach a document, select this tag, then click the blue "Select Digital Document" button at the top of the text box to choose the file you'd like to include.
These tags make your messages feel more personalized and professional—without needing to edit each one manually.
Other Important Information:
📎 Batch Identifier
Each batch Email is assigned a Batch ID.
If you need support or have questions about a specific batch, please provide this ID to the support team.
📊 Summary & Contact Management
Visual Contact Summary: Shows how many contacts and which groups are included in your batch.
Once you've selected the contacts for your batch email, you can compose your message and choose to either send it immediately or schedule it to be sent at a later time.
📩 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.