Outreach

A campaign is a series of emails, called steps, sent to the people in it one at a time from one of your team's Mail addresses. Step 1 goes first; each later step goes a few days after the one before it, as a reply in the same email thread. When a person replies, Magpie stops sending them anything, and their reply arrives in Mail like any other email.

Every message is an ordinary email from your address. It is stored in the mailbox's Sent folder, signed with your domain's key, and ends with an unsubscribe link. There is no tracking image: Magpie does not record who opens an email.

Outreach is in preview and open to Magpie's site administrators. The unsubscribe link and tracked links in its emails work for everyone.

Who can do what

Each campaign is in Personal or in one team. Outreach needs the Pro plan for Personal, or the Team plan for a team.

• Members who can open Outreach see the team's campaigns, their people and their replies.
• Members with edit access make campaigns, write their steps, add people, set stages, and start and pause campaigns. To start or resume a campaign, they must be able to send from its mailbox in Mail; it then sends as them.
• Team admins change the team's sending route and the rest of Outreach settings.

A team can have 10 campaigns that are not archived.

Get started

Until a campaign has started in the team, Get started on the Outreach page lists the steps, each with a button: a Mail address to send from, the team's sending route, the first campaign, and starting it. Adding your postal address is a choice, with Skip beside it. A step done any other way shows Done. Hide takes the list away for you in that team; Undo in the message brings it back.

Stop all sending

Stop all sending, in the Sending band at the top of the Outreach page, holds every campaign in the team at once: no message leaves until sending is started again, running campaigns keep their place, and nothing is paused or emailed. Anyone who can edit Outreach can stop it. While it is stopped, a campaign cannot be started or resumed and no test can be sent; the band says who stopped it and when. Start sending again, for a team admin, lets campaigns carry on inside their send windows.

Make a campaign

New campaign asks for a name and opens the new campaign as a draft. To start from a document an assistant wrote, choose Paste JSON instead; see Create an Outreach campaign by pasting JSON.

On the campaign's page, the steps are the content. Write step 1's Subject and Text, then Save step 1. Add step adds the next one, with the days to wait after the step before it, from 1 to 60. A campaign can have up to 10 steps. The arrows beside a step move it up or down, and its ⋯ menu has Remove step.

The text is plain text. Leave a blank line between paragraphs. Every message ends with the unsubscribe line, and with your postal address when it is switched on; see Unsubscribe, the postal address and the do-not-email list.

Merge fields

Insert field puts a merge field where the cursor is. It is filled in for each person when their step is sent:

• {{first_name}}, {{last_name}} and {{name}}: the person's names, from their contact.
• {{company}}: the person's company.
• {{about}}: the line about the person you write when you add them, such as where you met.
• {{sender_first_name}} and {{sender_name}}: the name, in Magpie, of the member who started the campaign or last resumed it.
• {{booking_link}}: the address of your Appointments page.

A fallback after | is used when the person has no value: {{first_name|there}}. A campaign will not start while a field without a fallback is empty for someone in it. For someone added later, their step waits until the field is filled in on their contact.

Preview and test

A step's ⋯ menu has Preview step, which shows the step as a person you choose from the campaign will get it, and Send me a test of step, which sends it to your own address, filled in for the first person in the campaign. A test is not counted as a send.

Details

More → Edit details… holds the campaign's settings:

• Mailbox: the Mail address every message is sent from. Replies arrive in it. It must be active, on a verified domain, and one you can open in Mail.
• Sender name: the name people see beside the address.
• Time zone and Send window: the days and hours messages are sent, such as weekdays from 9:00 to 17:00. A step that falls due outside the window waits for the next time it opens.
• Daily cap: the most messages the campaign sends in a day, from 1 to 2,000. Sends are spread evenly through the window, never all at once.
• Goal: what the campaign counts as its result: a reply, a booked call or a sign-up.
• Reply wait: how long after the last step a person can reply before they are marked No reply, up to 30 days.
• What happens next: another campaign that people who reached No reply join.
• Click tracking and Postal address: see Unsubscribe, the postal address and the do-not-email list.

A new campaign takes its time zone, send window and daily cap from Outreach settings.

Start, pause and finish

Start sends step 1 to everyone in the campaign, one at a time, inside the window. When something stops it starting, the page says what and where to fix it: a step without text, no mailbox, no sending route, or a merge field with no value.

Pause stops the sends; nothing is lost, and Resume carries on where it stopped. Magpie pauses a campaign itself, and emails the team's admins, when its mailbox can no longer be used or sends fail 5 times in a row. The campaign's page says why.

When nobody is left to send to, the campaign is Finished. Adding people to it starts it again for them.

A campaign that sent nothing can be deleted from More. A campaign that sent anything is archived instead, so its sent messages stay in Mail. Restore campaign brings an archived one back, paused, or as a draft if it never started.

Results and replies

The campaign's page counts its people, the messages sent, replies, bounces, unsubscribes and its goal. Outreach → Replies lists every reply to the team's campaigns, newest first. Open in Mail opens the reply to answer it.

A reply is matched to its person by the email it answers, or by the sender's address within 90 days of their last step. An automatic reply, such as an out-of-office, is not a reply: it moves the person's next step 3 days later, once for each step. People who do not reply become No reply after the reply wait; see Add people to an Outreach campaign.

If a campaign does something this page does not explain, Contact support.