Emailing in Zeffy

You can send emails in bulk or contact your supporters individually straight from your Zeffy dashboard.

 

➡️ Send an email to all your supporters at once

Follow these steps to email all of your contacts at once:

Note: You can include up to 11, 000 contacts on an email at once. 

1. Login to Zeffy and navigate to the "Contacts" section
2. Check on the box at the top of your contact list to select all. Click the "Send email" button in the top right-hand corner.
   
3. A screen will open to the right where you can compose your email. Learn more about the different emailing tools at your disposal here
4. Send yourself a test email or click send to share it with your contacts
5. Refer to the metrics available to you in the Email section to track your email's opens, clicks and more. To learn more about these metrics, click here.

➡️ Send an email to a segment of your contacts

Apply filters to your contact list to email a portion of your contacts

1. Login to Zeffy and navigate to the "Contacts" section
2. Use the filters at the top of the page to pull a section of your contacts to email. Some examples of filters include: Name of a completed form, tags, contact type and transaction date. Click the "+ Filter" option to discover more filtering options. Refer to this article here to learn more about filtering and segmenting contacts. 
3. The filter you will automatically be applied, after you select 'apply'. You can add multiple at once if needed!
4. Click the "Send email" button that becomes available upon selection. Only your selected contacts will be included in the email. 
   
5. A screen will open to the right where you can compose your email. Learn more about the different emailing tools at your disposal here
6. Send yourself a test email or click "Send" to share it with your contacts
7. Refer to the metrics available to you in the Email section to track the email's opens, clicks and more. To learn more about these metrics, click here

➡️ Send an email to an individual contact

Email a contact directly from their contact page

1. Login to Zeffy and navigate to the "Contacts" section
2. Search for your contact in the list and click on their name to be brought to their contact page.
3. Click the "New email" button in the top right-hand corner. 
   
4. A screen will open to the right where you can compose your email. Learn more about the different emailing tools at your disposal here
5. Send yourself a test email or click "Send" to share it with the contact
6. Consult the "Status" section of the contact page to see whether it was delivered, opened or clicked by the contact.
   

➡️ Send en email to event attendees

Follow these steps to communicate information to your event participants before, during or after your event 

1. Login to Zeffy and go to "Forms"
2. Click on your event form name to be brought to your event management page
3. Toggle over to your "Guest list" view
4. You can message all your attendees or use the "Latest status" or "Ticket type" filters to message a portion of your attendees. 
   1. To message all, click the selection checkbox at the top of the guest list
   2. To email a segment of your attendees, select your filter and apply it. Then use the selection checkbox at the top of the filtered guest list
5. Click the "New email" button that becomes available upon selection.
6. A screen will open to the right where you can compose your email. Learn more about the different emailing tools at your disposal here
7. Send yourself a test email or click "Send" to share it with your contacts
8. Refer to the metrics available to you in the Email section to track the email's opens, clicks and more. To learn more about these metrics, click here

Emailing tools

Variables

Variables allow you to personalize the emails you send. Below are the variables you can use:

• First name: The contact's first name will be populated using the data that is saved about them in Zeffy. 
• Last name: The contact's last name will be populated using the data that is saved about them in Zeffy.

Templates

Templates allow you to compose an email and save it as a template to quickly plug into future emails. If you have a specific email you send out frequently, or a newsletter outline that you follow regularly, save it as a template to make composing emails even easier! Learn more about templates here. 

Images

Customize your communications even more by including images and visual content. 

💡Pro tip: Create a banner for all your emails that includes your logo and organization name and add it to a Zeffy email. Save it as a template to easily include it in all of your communications! 

Buttons

Use the "Button" function to include links seamlessly in your email; you can add custom links and links to your Zeffy forms. Instead of pasting the link directly in the text, you can prompt recipients to click a button and be brought to the link. 

Attachments 

You can add attachments to your emails to share additional information with your supporters. The maximum file size is 20MB. 

Text customization tools

Use text customization tools to bold, italicize and underline. Add colours, change your font and size of the text as well. Add indents, bullet points, numbered lines, adjust your margins and more. 

⚠️ Note that if you copy text from an external writing tool, your customizations will not be copied. The text should be customized in Zeffy. 

 

Additional emailing tips: Testing, drafts and tracking

➡️ Test your Email:

To make sure that everything looks correct in your email, click on test at the very bottom of your page. This will send a test email to your account email!

➡️ Save a draft of your email:

To save a draft of your email, simply close the email editing window. Your email will automatically be saved into your drafts.

To view your draft emails, go to "Contacts" > "My Emails" in your dashboard and click on drafts at the top.

➡️ Track your email

You can easily track the performance of your email from your dashboard. To do this, go to "Contacts" > "My Emails" in your dashboard and click on sent at the top. Click on the email whose performance you would like to see, and a window will open towards the right of your screen.

Understanding email statuses

1. Delivered: The email has been sent successfully to the recipient's inbox but they have yet to open or click a link in the email.
2. Pending: The sending of this email has been initiated and will be delivered if the email is valid and if there are no issues with the recipient's inbox. 
3. Opened: The email has been opened by the recipient. 
4. Clicked: A link in the email has been clicked by the recipient. 
5. Failed: The email could not be delivered to the email address listed.