E-mails
Saved Emails
Save emails in your database to easily resend later, or to send automatically when certain forms are submitted.
- Emails cannot be sent from here. To send a saved email, navigate to the recipient's profile page and select 'Send an email' from the Action Menu; or, send a mass e-mail to everyone populating on an Advanced Report.
To access saved emails, navigate to Admin, select the appropriate module tab, and then select Saved e-mails.
From this tab, you may:
- Compose a new saved email
- Edit a saved email
- Manage saved email categories
- Remove a saved email
- Review scheduled emails
This article will demonstrate with camper emails but all the information below applies to all other emails (family, staff, alumni, etc.) as well.
Compose a new saved email
To create and save a new email message in your database, click + Compose a new saved e-mail...
For help on how to compose an email, please click here.
- Emails cannot be sent from here. To send a saved email, navigate to the recipient's profile page and select 'Send an email' from the Action Menu; or, send a mass e-mail to everyone populating on an Advanced Report.
Edit a saved email
- To edit the saved email name or category, double click the pencil icon.
- To edit the email message, click the email name.
Duplicate or preview an email
- To duplicate the email, double click the copy icon.
- To preview the email, double click the magnifying glass icon.
- To view the mass email statistics, double click the bar graph icon.
- To learn more about email statistics, click here.
View mass email statistics
To view the mass email statistics, double click the bar graph icon.
- To learn more about email statistics, click here.
Manage saved email categories
Saved emails are assigned to a specific email category, for organizational purposes. Create email categories first, then save emails within them.
- Create a new category by clicking + Add new saved camper email category...
- Edit the name of a category by double clicking the pencil icon
- Delete a category by double clicking the delete icon
- A category cannot be deleted if it contains emails. The standard 'uncategorized' category also cannot be removed.
Remove a saved email
- Archive a saved email to hide it without removing it completely.
- Delete a saved email to permanently remove it from your database.
Emails can be un-archived, but they cannot be un-deleted.
Archive emails
Archived emails will be hidden on the Saved Emails tab and also will not appear in the 'Saved emails' dropdown menu when sending an email. Unarchive an email any time and it'll appear in both locations again for you to send in the future.
If you have multiple emails to archive, use the mass archive function. Otherwise, archive one email at a time.
Archive emails in mass
Click the "Mass archive saved e-mails" link.
Select which emails to archive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Archive saved e-mails" to archive all selected emails.
Archive an individual email
- Double click the pencil icon to edit the email
- Click Archive this e-mail
Unarchive emails in mass
First, click to show at least one category of archived emails.
Next, click the "Mass unarchive saved e-mails" link.
Select which emails to unarchive. Use the 'select all' links under each category to checkmark all emails; or, checkmark emails one at a time.
Click "Unarchive saved e-mails" to archive all selected emails.
Unarchive an individual email
Click the link to show archived emails.
Double click the pencil icon to edit the email you wish to unarchive.
Click unarchive this email.
Delete emails
If an email hasn't been sent yet, delete it by double clicking the delete button on the far right.
Deleting a saved email that's been sent already
If the delete button is greyed, the email has been sent already. To delete a sent email, archive it first. Then, delete it from the archives.
Review scheduled emails
Mass emails can be scheduled to send at a future day/time, to a saved advanced report. CampSite will generate the report at that time and automatically send the saved email to everyone who populates in the report results. Click here to learn how.
To manage/cancel pending scheduled emails and also view a log of all sent scheduled emails, click the "schedule emails" link.
1. Pending scheduled e-mails
Pending scheduled emails have not been sent yet.
View the date + time the email will be sent; the name of the saved report it will be sent to; and which saved email will be sent to all those who populate on the saved report.
To cancel a pending scheduled e-mail, double click the delete icon on the far right.
Double click the pencil icon to to update the type of e-mail; date + time; and the selected recipients.
2. Sent scheduled e-mails
View a log of all scheduled emails that have already been sent.
View the date + time the email was sent; the name of the saved report it was sent to; and which saved email was sent to all those who populated on the saved report.
To view the email statistics for a sent scheduled e-mail, double click the statistics icon.
Creating E-mails - Tutorial Video
Watch the clip below from our Phase 2 training where we demonstrate how to compose and save an email in your database, as well as how to save custom email signatures and header templates.
E-mail Statistics
By partnering with SendGrid, CampSite records statistics on the delivery status of each e-mail you send through CampSite.
When you send a saved e-mail in mass (i.e. to 10 or more people), you can view the delivery statistics for all your recipients from the E-mail Statistics Page for the saved e-mail.
To access the Email Statistics page for a saved e-mail, follow these steps:
- Choose the relevant tab based on which saved e-mail you wish to view.
- Click the "Saved e-mails" tab in the sidebar.
- Double click the statistics icon to to left of the saved e-mail name.
Note that the E-mail Statistics page only exists for e-mails that were saved before they were sent. If you sent an e-mail without saving it first, you can still access the delivery statistics on an individual basis by looking at the E-mails tab on each recipient's profile page.
E-mail Statistics Page
On the statistics page for this e-mail, you'll find the following information:
- The total number of times this saved e-mail was sent, delivered, opened, and clicked during each mass e-mail campaign.
- A line graph of the total number of times each e-mail was sent, delivered, opened, clicked, bounced, marked spam, or dropped, per mass e-mail campaign.
- A bar graph of how many e-mail messages were sent, delivered, opened, clicked, bounced, marked spam, or dropped (by percentage), out of the total number of e-mail messages that were sent per e-mail campaign.
Mass E-mail Logs
At the bottom of the page, view a log of each instance this saved e-mail was sent in mass (each row = one mass-email campaign).
- Select which mass e-mail campaigns to include in the totals/line graph/bar graph above.
- The date + time this particular e-mail campaign was sent.
- The admin user who sent the e-mail message for that campaign.
- How many recipients to whom the e-mail was sent.
- How many recipients to whom the e-mail was delivered.
- How many recipients opened the e-mail.
- How many recipients clicked a link in the e-mail.
- How many recipients for which the e-mail bounced.
- How many recipients marked the e-mail as spam.
- How many recipients for which the e-mail was dropped.
To learn more about what each e-mail action represents, read our E-mail Delivery Statuses/Actions article.
Recipients
- For a particular log, click the total number for a particular action to expand a list of every recipient that completed that action.
- View the family name and recipient e-mail address that completed this particular action.
E-mail Delivery Actions
By partnering with SendGrid (a best-in-brand provider of e-mail delivery services), CampSite receives real-time updates on the actions your recipients take towards each of your e-mail messages.
There are 7 different actions a recipient can take towards your e-mail messages, described in detail below. Admins can view delivery actions on an individual message or on mass-emails (if the e-mail was saved in your camp's database prior to sending).
Action Types
There are 7 different actions a recipient can take towards your e-mail message. Here's a description of what each action represents:
| Action | Description |
|---|---|
| Sent | The e-mail was successfully generated by CampSite and relayed to SendGrid but has not yet been delivered to the recipient. |
| Delivered |
The e-mail is acknowledged as being received by the recipient’s e-mail service provider. A status of ‘Delivered’ does not guarantee that the message made it to the inbox; e-mail service providers may decide to categorize the mail as spam, or not deliver the message at all. Corporate and educational e-mail providers (e.g. schools, universities) often have strict rules when it comes to the e-mails they allow through. If you have trouble delivering mail to a recipient on one of these providers, consider asking the recipient for an alternate ‘personal’ e-mail address, or having the recipient set up a filtering exception for e-mail from CampSite. |
| Opened | The e-mail was opened by the recipient. Open rates on e-mail varies depending on the industry and the nature of the e-mail, but typically average around 20%. |
| Clicked | The e-mail was opened by the recipient, and a link within the body of the e-mail was clicked. This is the highest level of engagement with your message, and is typically between 5% - 10%. |
| Bounced | The e-mail could not be delivered to the recipient. This could be a temporary problem (e.g. the recipient’s mailbox is full) or a permanent problem (e.g. the e-mail address does not exist). If an important message bounces, you should contact the recipient to resolve the issue. |
| Marked as spam | If an e-mail recipient marks your message as spam, the recipient's e-mail provider will communicate that back to SendGrid. All future e-mails you send to that recipient will be filtered directly into the recipient's spam folder by their e-mail provider. |
| Dropped | When an e-mail bounces for a “permanent” reason (as described above), the address is added to SendGrid’s "drop list". SendGrid will no longer send any mail to this address, in order to maintain a high deliverability reputation (sending e-mail to invalid addresses can lower this score). If an address is added to the drop list, it is usually for a valid reason (most often because the address is incorrect). If you have verified that the e-mail address in question is correct, please contact CampSite Support to have the address manually removed from the drop list. |
Viewing Delivery Information for an Individual Email
You can view the action completed by a particular recipient by locating the e-mail within the Emails tab of that recipient's profile page:
- Each e-mail address to which this particular e-mail was sent.
- The action that the corresponding recipient took towards this e-mail.
Viewing Delivery Information for Mass E-mails
Or, view the actions taken by every recipient of a mass e-mail from the Email Statistics page for that saved e-mail. To learn more about e-mail statistics, read our E-mail Statistics article.
Send an E-mail
CampSite's e-mail tool allows admins to send outgoing e-mail messages to parents, campers, alumni, staff, groups/guests, and donors.
E-mails can be composed just prior to sending; or, they can be composed in advance and saved for sending later. Saved e-mails are useful for messages you want to send repeatedly, eliminating the need to manually compose the message each time.
To learn how to send a mass-email, please click here instead.
Navigate to the Relevant Profile Page
To begin, open the relevant profile page for the person you wish to email. For example, you can send an email to a camper's parent(s) by accessing the family's or camper's profile page.
By initiating the email from the camper's profile, you can merge specific data from the camper's profile into the body of your email to send to the camper's parents. If you start from the family's profile, note that you cannot merge camper-specific information.
Open the Action Menu on the profile page and then click "Send an e-mail".
Compose and Send the E-mail
There are 4 steps to sending an e-mail in CampSite:
**Note that e-mails cannot be sent when composing a new saved e-mail, so the recipients section/send button will not appear in that scenario.
Apply the Overall Settings
- Load a previously saved e-mail message. To compose a new e-mail message, do not select a saved e-mail.
-
Type of E-mail: Choose whether this is a Marketing or Informational message. Learn more about these two e-mail types here.
E-mail template: Apply a saved e-mail template.
E-mail signature: Apply a saved e-mail signature. -
From: Specify the sender name that'll be displayed to your recipient.
(email address): Specify which e-mail address should receive all replies parents send in response to this message.
Subject: Edit the subject line for this e-mail. -
Attach document: Generate one of your saved CampSite Documents for each recipient and attach it as a PDF.
Attachment: Upload a file from your computer and attach it to your message.
Compose the Message
Type your message into the input area. To merge specific data from the person's profile into your message, click "Add merge fields..." and select the relevant field(s).
Stylize your message (change the font, embed images or tables, etc.) using the toolbar above the text input area. Hover over each button to determine its function.
To copy/paste content from outside of CampSite, use the 'paste' buttons in the toolbar first (highlighted in yellow above). Click here to learn more.
After your message is created, save the e-mail in your database if you'd like to send this same message again. If you're sending a mass e-mail to 10 or more recipients, saving your message will allow you to view the delivery statistics for all your recipients in a central location.
Copy this e-mail: Save a copy of this e-mail under a specific name.
Preview this e-mail: Preview what this e-mail will look like to your recipient.
Send test e-mail: Send a test to the e-mail address you enter before sending it to your actual e-mail recipients. (This button only appears when you're sending an email - not composing a saved email).
Select Recipients
If desired, select other admin users in your database to BCC to this message, and/or type additional e-mail addresses to BCC.
Otherwise, select which recipients should receive your message. For example, when sending an email from the camper's profile like in the example above, you can select any of the parents within the camper's family or select camper themselves (if the camper has an email address on file).
Send the E-mail
To send your email to the selected recipients, click the Send-email button as pictured above.
Click to confirm that you wish to send the email.
Once the email has been sent successfully, you'll see a confirmation message as pictured above.
Send a Mass E-mail
E-mails can be sent in mass by generating all of your intended recipients onto an advanced report and then emailing everyone in your report results.
First, access the Advanced Reports page by hovering your mouse over the relevant module in the navigation bar and then selecting "Advanced Reports" from the menu that drops down.
Next, create your report so that the results include the exact list of recipients you wish to e-mail.
For more information on how to create an Advanced Report, read our Advanced Reports: Campers or Advanced Reports: Staff articles.
Once your report results capture all of your desired recipients, click the E-mail button in the report toolbar. Note that e-mails can be sent to a maximum of 2,000 recipients.
When sending a mass e-mail within the Campers module, you're required to specify whether you want to send a family-level e-mail or camper-level e-mail before you go on to compose/send your message.
- E-mailing families will send one e-mail per family regardless of how many campers the family has.
- E-mailing campers will send one e-mail per camper (e.g. a family with 3 campers will receive the e-mail 3 times). This method is useful if you wish to merge camper-specific data into the body of your e-mail message.
Next, you'll be re-directed to a new window for composing/sending your e-mail message.
Note that with mass emails sent to 10+ people, if you send a saved email (whether it was previously saved, or you write and save it now before sending), you can view the delivery statistics for all of your recipients from the Email statistics page after sending.
To save your current message, click the Save e-mail button below the message contents as pictured above.
For more information on how to compose and send an e-mail, read our Composing an E-mail article.