Email campaigns to CRM contacts

An email campaign sends one email, once, to the CRM contacts you choose: a product update, an event invitation, a newsletter. Open CRM and press Email campaigns. It is on the Business plan and above. This applies where it is switched on for your workspace. Where it is off, nothing here appears.

Campaigns are different from Email sequences, which follow up with one contact at a time over several steps and stop when they reply.

Your sending domain

• Campaigns are sent from an address at your own domain, such as [email protected], never from a Navalo address. A workspace admin sets this up once under Sending domain.
• Navalo makes a signing key for your workspace and shows three DNS records to add where your domain is managed: an SPF line, a DKIM key and a DMARC record. If you already have an SPF record, Navalo shows the one line to replace it with, because a domain can have only one.
• Press Check again after adding them. DNS changes can take from a few minutes to a few hours to show. The domain is verified when all three are found.
• Navalo checks the records again before it sends. If a record disappears, the domain shows as Failing and every campaign that uses it pauses until it verifies again.
• Until the domain is verified you can only send tests, and only to people in your workspace.
• Replies go to the sending address, so pick one somebody reads.

Writing the email

• Give it a subject, an optional preview text (the grey line inboxes show after the subject) and the text.
• Pick a layout: Plain letter reads like a personal email with your logo small at the foot; Simple, with a button puts your logo at the top and one button under the text.
• Merge fields fill in for each contact: {first_name}, {name}, {company}, {title}, {sender_name} and your own contact fields as {field:key}. Add a fallback after a bar, like {first_name|there}.
• Write a link as a web address or as [words](https://...). A link cannot contain a merge field. Up to 10 different links.

Choosing who gets it

• Pick any mix of deal stages, tags (your select and checkbox contact fields), lists (contacts that came in with one CRM import), accounts, contact owners and single contacts, or every contact. A contact is included when it matches any choice.
• Navalo always leaves out contacts with no email address, anyone who unsubscribed from your sequences or campaigns, addresses that bounced and contacts who withdrew consent. Two contacts with the same address get one email. The count you see is the number of people who will get it.
• Consent and limits sets your workspace's consent mode. Strict opt-in (the default in the EU, UK, Canada, Switzerland, Australia, Brazil and other opt-in countries) emails only contacts with consent recorded for their current address. Opt-out (the default only in the US) emails contacts who have not unsubscribed, bounced or withdrawn, except people whose recorded country or email domain (such as .de, .fr or .co.uk) belongs to an opt-in country: they always need recorded consent. Only the workspace owner can change the mode, and switching on opt-out records the owner's statement that the workspace is the sender and responsible for following the law.
• Consent belongs to an address: when a contact's email changes, consent has to be recorded again for the new one. A manager, admin or owner can Record consent on the contact, for many contacts at once from the audience, or with an Email consent column in a CRM import, each time confirming that the people agreed. Anyone who edits the CRM can mark consent as withdrawn. Only record consent you really have.
• A campaign can reach at most 5,000 people. A bigger audience is refused, never cut: split it into several campaigns.

Preview, test and approve

• Preview and test shows the email as a real contact or a sample person, with the footer every email carries. Send a test to up to five people in your workspace; links in a test are not counted and its unsubscribe link does nothing.
• The subject must describe the email honestly: a subject starting with Re:, Fw: or Fwd: is refused. Your workspace's postal address must be a real street address or PO box.
• A manager, admin or owner who did not write the campaign opens the preview and then presses Approve and send, choosing now or a later time. In a workspace with only one person, the owner approves their own campaign by typing SEND, and it is recorded. Nothing goes to contacts before that, and a campaign that changed after the preview has to be previewed again.
• Approving fixes the list of people and the sender. Contacts added to the audience later are not emailed, a contact whose address changed since is skipped, and changing the sender address returns a scheduled campaign to draft.
• To change a scheduled campaign, press Unschedule and edit. While it sends you can Pause it or Cancel the rest.

How it sends

• On weekdays between 08:00 and 18:00 in your workspace's time zone, a few dozen every couple of minutes. The daily limit is 100 campaign emails per paid seat, at least 100 and at most 600. A newly verified domain warms up first: 50 on its first day, doubling each day until it reaches your limit. Consent and limits shows today's figures. Campaign emails also count against the workspace's outside email allowance.
• Every email ends with why the reader got it, a one-click unsubscribe link and your workspace's postal address, which must be set before a campaign can be approved. Unsubscribing takes effect at once, the link keeps working with no time limit, and it stops both campaigns and sequences from your workspace.
• If Navalo receives complaints about a workspace's campaigns, it can pause that workspace's sending while it looks into them.
• An address the mail server refuses as one that does not exist is marked Not delivered, and your workspace never emails it again. Other failures are tried again up to three times.

Results

• See how many were sent, clicked, replied (seen in a mailbox connected to Navalo), unsubscribed, not delivered and skipped, the clicks on each link and on each contact. Export CSV downloads it all.
• Each contact's CRM timeline shows that the campaign was sent and their first click.
• Navalo counts clicks only: each link goes through Navalo first, then on to the address you wrote. It does not track who opens an email, and it stores nothing about the device or place a click came from.
• Ava does not write campaigns yet.