Email Management

Logging In

The Email Management module enables you to create mailing lists of patients, staff, personal contacts etc.. and you can then bulk email them at any time you need to.

Your login details will have been sent to you by SurgeryWeb when the module was introduced as long as you provided an e-mail address to use as your “reply-to” e-mail address when requested. If you have not received login details for this module, please follow the link in the Email Management screen.

To login to the module, just follow the link in the Email Management screen.

All Campaigns

When you first log in, you will see all of your campaigns in the dashboard regardless of whether they have been sent or are scheduled to be sent on a future date.

Sent campaigns will also show ‘at a glance’ when the emails were sent and how many recipients they were sent to, how many unique opens your campaign emails have had, how many unique clicks (if your email contained a link).

Add New Campaign

To create a new campaign, you must have first created at least one list of e-mail addresses to bulk send to. There are a few options that you must

Subject – This will be the subject of the email that your recipients will receive.

From name – This will be pre-populated with your Practice name.

From email – This will be pre-populated with an email address created by SurgeryWeb and cannot be changed.

Reply to email – This will be the email address that will receive any replies to your emails, this is mandatory and hence is required by SurgeryWeb to create your login details for this module. This email address will also receive the confirmation email when the campaign has been sent successfully. This will be pre-populated but can be changed.

Plain text – Some email clients disable HTML within emails and only display plain text versions for security reasons, also some people prefer to have their client set this way. If you create a HTML email (featuring graphics, audio, animations etc..) then these users will not be able to see anything in the email, so this field is for you to type a plain text version of your email as an alternative for these users.

Query string – This field is for advanced users who may want to track analytics for their emails.

When you have set the relevant options and finished writing your email content, proceed to the next step where you will be able to preview your email.

If you would like to send the email to one recipient as a test, enter an email address in the Test email field and click ‘Test send this newsletter’.

Finally, select which mailing list you would like to send the email to, and click ‘Send newsletter now!’

Your emails will send at a rate of 8 per second and the “reply to” email address will receive a confirmation email once all have been sent.

All Templates

If you have an email that you send on a regular basis, perhaps a seasonal vaccination campaign or a Patient Group meeting invite, then you can create a Template for this which will save you having to compose a new email each time you wanted to send it.

Simply click Create New Template, enter a Template Name and then compose your email in the Email editor.

To send a bulk email using your template, click ‘All Templates’ from the main menu on the left hand side and then along the row for the template you would like to use, click the ‘Use’ icon and this will load the Campaign Editor but will pre-populate the Email subject with your Template name and also will contain your template email content, you can then just proceed to send.

View All Lists

When you click View all lists, you will be able to see all created lists, how many recipients are in each list, how many have clicked an unsubscribe link in your emails (if entered) and how many emails have been undelivered (bounced).

Clicking a list title will provide you with more in-depth information about how many emails have been sent to the selected list and when, who is an active subscriber, who has unsubscribed and which email addresses have failed.

You can then drill even further by clicking an email address to view what emails that specific recipient has received from what lists, how many times they have opened an email and how many times they have clicked a link within (if any have been added).

From the main ‘View all lists’ dashboard, you can Add a New list, give your new list a name and then click ‘Add’.  You then need to add your recipients in to your new list, you can do this be either a) importing a CSV file or b) manually entering a name and e-mail address seperated by a comma.

See Reports

You can view in-depth analytics about your mail campaigns by selecting a campaign title from the list.

When the report opens, you can see what statistics such as what country the recipients reside in (based on where the emails have been delivered to), how many emails were opened, deleted unopened, clicked, unsubscribed or failed. You can also see the last 10 email addresses that opened your email, unsubscribed or failed.