Email campaigns
Identify users who could use a nudge and craft a custom message - all in minutes.
This powerful feature helps you send target messages to only the users who need it, when they need it. The filters help you pick out the right set of users (for example, users who haven’t updated objectives in the last 6 months, or managers who are sitting on reviews) and then you can drill down and nudge action.
Whether you're new to the tool or looking to optimise your usage, this article will walk you through the entire process step-by-step.
Key outcomes from this guide:
- Learn how to access and navigate the email campaign tool
- Discover different campaign types and their specific uses
- Master recipient selection using various filters
- Learn how to review past email campaigns
There are four steps to creating an email campaign
- Select the campaign type - is this a reminder to update objectives or provide contributor feedback?
- Select the filter - should it go to everyone in the firm or only those from a specific department, role or location? Or just to those who are step 2 of the Annual review?
- Select the recipients - once you’ve narrowed the scope from step 2, you can further adjust the list (maybe someone is on long service leave and shouldn’t be prompted)
- Draft email - craft your persuasive message or use one you made earlier. Customise the action button.
- Send and review - once you send a message you’ll be able to review past messages and recipients.
Access the email campaign tool
To access email campaigns,
- Log in to the Super Admin view.
- Click on the ‘tools’ option on the left hand menu.
- Click on the ‘view’ button on the ‘email campaigns’ tile.
Note that Restricted Admins can use email campaigns but can only nudge users within their scope.
Step 1 : Select the campaign type
On the ‘email campaigns’ tab, click on the green ‘+’ button to start a new email campaign. This will bring up a drop-down list of email campaign types.
Select the type of email campaign that you want. We discuss all the types at the end of the article but each type has additional filters, for example,
- People review reminder lets you find those who haven’t completed step 2 of your annual review
- Fast feedback reminder can show users who haven’t requested development feedback in the last 6 months.
Step 2: Filter to find users to nudge
Once you have selected the email campaign type, click on the green ‘Go’ button. This brings up the filters that allow you to define who will receive the email. Filter all active user accounts by role, department, location and any custom employee attributes that you may have set up.
You can select multiple attributes for each option - or leave them all blank. The filters will pick up all attributes within each type and uses AND logic to narrow your search (for example, “Show me users who are Legal Directors or Salaried Partners AND they must be based in London”).
Step 3: Select recipients
When you have finished selecting the filters, click on the green ‘Display Users’ button. This will bring up a list of user accounts that fit the selection criteria.
If you want to go back and change the selection, click on the blue type in the ‘select filter’ box and it will take you back to the filter selection screen. Otherwise, click on ‘check all’ to select all recipients, or select (or deselect) them individually. Then click on the green ‘draft email’ button.
Step 4: Draft email
You can now use an email template you’ve created before or start a fresh email.
Once you have selected an email template or no email template, click on the green ‘proceed to draft’ button.
This brings up the ‘draft email’ section where you set
- email campaign name: recipient's don’t see this. Choose something short that helps identify this campaign (e.g. “Quarterly objectives update reminder”)
- reply-to email address: emails will be sent from info@performanceleader.com, but if someone chooses to reply it will go to whichever email is listed here
- email subject and email body text: if you have used an email template then the campaign name, email subject and email body text will already be filled in but you can edit these here.
- action button label and link: set the call to action which will be shown at the bottom of the email. Enter the text for the button (for example “Give feedback now”) and select a destination for the button when clicked (”Fast Feedback”)
Tip: You can also add links to the email body text by clicking on the link icon (♾️). You can link to documents uploaded into Performance Leader or any URL.
When you have finished defining the email, click the green ‘send email’ button. The emails will then be sent and the confetti will show that it was successful!
Viewing past email campaigns
The main email campaigns screen shows a list of past email campaigns. You can view the details of the email campaign by clicking on the ‘view’ button. A pop-up screen will show the email body and past recipients.
Email campaign types
All campaign types allow you to scope by core or custom firm attributes (e.g. department, location, role etc). In additional, some types have additional filters that reflect the needs of that module.
People review reminder
This allows you nudge just users within a review, and within a specific step of the review. For example
- all users who are at Step 2 of the Partner contributor review for longer than a week
- support roles in the annual review who have not completed
Contributor nomination reminder
If a review has contributor feedback, this campaign helps you identify and nudge those who have not nominated contributors.
Contributors feedback reminder
This allows you to select by how long ago the feedback was requested and also by the relationship of the contributor. The list of potential email recipients will show who they have been requested to give feedback for.
Objectives reminder
Filter by how recently the objectives were updated.
Fast feedback reminder
Filter users who have incomplete feedback requests or who have not given any feedback for a certain amount of time. You can also specify if this applies to all the fast feedback forms or just one. The list of potential email recipients will show when the feedback was requested.
Project review reminder
Select users who have incomplete project review feedback.
Password set email
This has the standard set of selection criteria. The draft email has the action button label set to ‘Set your password’ and the link is ‘Set password page’.
Creating an email template
You can create an email template and have it set up ready to use within an email campaign.
To do this, go to the email campaigns page and click on the ‘email templates’ tab.
A list is shown of the existing email templates. You can edit these by clicking on the ‘edit’ button or delete them by clicking on the rubbish bin icon.
To create a new email template, click on the green ‘+’ button. A pop-up window will appear on the right hand side of the screen.
Enter the template name, email subject and email body text and format as you would any email (adding emphasis, bullets etc). You can also add links to documents uploaded in Performance Leader or external URLs.
When you have finished, click on the green ‘save’ button. The new email template will now be available for use with the email campaigns.