Emailing a group
ProSend the same message to a set of people at once. RadiusOS screens the list first, tells you who cannot be emailed and why, then spreads the sending out over hours and days so your address keeps landing in inboxes.
Sending to a group
There are two ways in, and they end up in the same place.
From Outreach
Choose New group email. You get a list of everyone you could write to, with a search box and filters for step and tag. Tick people, or use Select all to take everyone matching a filter at once.
Or from your list
Tick people on your customer list first and choose Email. You land on the same screen with them already picked, and you can still add or remove anyone from there.
Watch the count
The bar along the bottom always shows how many of the people you have picked will actually receive it, and the date the last one lands. It updates as you tick.
Write it
Give the send a name for your own reference, then write a subject and a message. Use {{contact.firstName}} to greet people by name.
Schedule
Nothing is sent when you press Schedule. Messages are queued and go out at your sending pace over the following hours and days.
The check before you send
The number of people you picked and the number who will receive the email are rarely the same. Someone has no address on file, someone else asked not to be emailed last year, two records turn out to be the same person. The check tells you all of it up front, with names, so you can look into anything surprising before rather than after.
It also tells you how long the send will take. A list of several hundred does not go out in an afternoon; at the default pace it runs for a couple of weeks. That is deliberate, and the reasons are in the sending limits article.
If the finish date is further out than you want, raise your daily limit in Settings. Raise it a little at a time. The point of the limits is to keep your email working.
Personalising the message
Anything in double braces gets replaced with that person's details when the message goes out:
| Type this | They see |
|---|---|
| {{contact.firstName}} | Sarah |
| {{contact.name}} | Sarah Chen |
| {{contact.company}} | Acme Roofing |
| {{contact.stage}} | Quote Sent |
Use the first name for greetings. "Hi Sarah" reads like a person wrote it; "Hi Sarah Chen" reads like a form letter, because that is what form letters do.
If you type a field name RadiusOS does not recognise, it warns you before you schedule and leaves the text exactly as you typed it rather than quietly deleting it.
What gets added automatically
Every group email carries an unsubscribe link and your business mailing address at the bottom. Both are legally required on marketing email, and RadiusOS adds them so you cannot forget.
You need to set your mailing address once, in Settings, before your first send. Until you do, group sends are held rather than sent without it.
Anyone who unsubscribes is marked straight away, and anything still queued for them is cancelled. They will never be included in a future group email from this workspace.
Watching a send
Group Email in the sidebar lists every send. Open one and you get a row per person: who it reached, who is still queued, who opened it, and who was left out with the reason next to their name.
Every number at the top is also a filter. Click Bounced and you see those people, because the next thing anyone wants after seeing a count is the list behind it.
Changing a send after you schedule it
Nothing is final until it goes. Open the send and press Edit to rewrite the subject or the message, or press the x beside anyone to take them out.
The one rule: changes only affect messages that have not gone yet. The screen tells you the split before you save, and a message already delivered cannot be edited or recalled by anyone.
Because each queued message is personalised when it is scheduled, editing re-writes every message still waiting, each with its own recipient's details filled in.
To call the whole thing off, use Cancel this send. Everything still queued is cancelled and nobody else receives it. Once some have gone the button becomes Stop this send, because the ones already delivered stay delivered.
A send that reached nobody can be deleted outright, which takes it off the list. One that reached real people stays, because it is the record behind those emails in each person's history.
A word about lists you did not build
If the people on your list gave you their address, you are on solid ground. If you bought the list, read this.
In the United States you may email a list you did not build, as long as every message has a working unsubscribe link and your postal address. RadiusOS handles both. Canada and most of Europe require the person to have agreed in advance, so emailing a bought list into those countries breaks the law. RadiusOS flags addresses that look Canadian or European and offers to leave them out, though a .com address can belong to someone anywhere.
Bought lists also contain addresses that were abandoned and turned into traps. Mailing one can get your whole domain blocked, which affects every email your business sends, including your quotes and invoices.
Reply rates on a list you built yourself are many times higher than on one you bought. The careful route is usually the faster one too.