Overview #
The Broadcasts module allows staff to send a one-off email to a specific segment of contacts. This is typically used for important updates, announcements, or invitations that are not part of an automated campaign.
Prerequisites #
Before scheduling a broadcast, ensure the following:
- You have one or more contact segments ready
- An email template is created for sending
Creating and Scheduling a Broadcast #
Email broadcasts can be scheduled from several locations:
- From within the email template editor (use the options menu)
- Via the admin bar widget (top of the admin interface)
- From the Broadcasts page (select “Schedule Broadcast”)
- From the Contacts page using the “More Actions” dropdown
Each method launches the same scheduling wizard, which guides you through:
- Selecting an email template
- Choosing the recipient segment
- Setting the delivery time and batching (if required)
- Confirming and scheduling the broadcast
🧮 Batching #
Batch sending allows delivery to be spread out over time to reduce server load or prevent spikes in email traffic.
To enable batching:
- Specify how many emails to send per batch
- Define the interval between each batch (e.g., 5 minutes)
This feature is recommended if the CRM is hosted on shared infrastructure or during high-traffic periods.
🧠Static vs Dynamic Segments #
When choosing your audience, you can select between two segment types:
| Type | Description |
|---|---|
| Static | Contacts in the segment at the time of scheduling will receive the broadcast, even if they no longer match the segment at send time. |
| Dynamic | Contacts are selected at the time of sending, ensuring only current matches receive the broadcast. Useful for real-time targeting. |
⏱️ Note: Static broadcasts are faster to send. Dynamic broadcasts require real-time processing, which may delay sending slightly.
⏰ Local Time Zone Delivery #
Enable the “Send in the contact’s local time” option to send broadcasts at the most appropriate hour for each recipient, based on the time zone saved in their contact record. This can improve engagement and open rates.
đź“Š Viewing Results #
You can view the performance of sent broadcasts from:
- Broadcasts > Sent: Shows summary statistics (delivered, opened, clicked)
- Reporting > Broadcasts: Shows detailed metrics such as:
- Opens and click-throughs
- Link tracking
- Bounces and failures
- Comparative broadcast performance
đź“Ś Note: The “Sent” table uses cached data for performance. The “Reports” section shows live metrics and may vary slightly.
📨 Bounce Tracking #
Bounce tracking is only available when using a fully integrated SMTP service that supports return path handling. If using a basic mailer or default hosting setup, bounce data will not be captured.
🧰 FAQs / Troubleshooting #
Q: Why is the broadcast sending slowly?
Check your scheduled tasks (cron jobs). They should be running at least once per minute. Also confirm that your email service supports fast delivery rates.
Q: Can I edit a scheduled email template?
Yes. Edits made to the email template will be used up until the moment the broadcast is sent.
Q: Why are my open/click rates lower than expected?
Differences in tracking methods can result in more accurate—but often lower—statistics. External services sometimes inflate engagement metrics. Improving content quality and deliverability remains the best approach.
âś… Best Practices #
- Always test emails using a test contact before sending a broadcast.
- Use tags and segmentation carefully to avoid sending to unintended recipients.
- Avoid batching too tightly if your hosting environment has resource limits.
- Review engagement reports to identify high-performing content.
- Use local time sending for member-wide communications.
