Campaign Manager Community Manager Account Administrator

Email messages are an important way for you to keep in touch with the members of your sampling community. Use email messages to complete the following tasks:

  • Invite potential members to your sampling community.
  • Send reminders to potential members to register with the community.
  • Invite members to participate in sampling campaigns.
  • Prompt members participating in campaigns to write reviews.
  • Notify members of changes to their account.

Email message types

There are three types of preconfigured email messages that you can send to members. You also have the option of sending ad hoc messages. Use the campaign email settings to define when you send messages, to whom, what they say, or turn them off altogether.

Member administration Used to communicate with members about their account.
Registration Invites people to sign up to become a member of your sampling community. This email contains a link to the Member app where the member creates their account and completes the registration survey. After completing registration, the member moves from Invited status to Active in Sampling Administration.
Registration reminder Sent if there is no response to the member registration email.
Registration confirmation A welcome email sent to new members after they have signed up.
Member deactivation Sent to notify deactivated members that they are no longer an active part of the member community.

If you would prefer not to notify deactivated members, you can disable this email message during the deactivation process.
Ad hoc messages Unscheduled email messages you send to communicate with active or invited members.
Email active members Sent whenever and to whom you choose. You can only send ad hoc emails to Active members. The option to send ad hoc messages to active members allows you to communicate with all or selected active members about anything that's not included in the email templates, or sent as part of the campaign process.
Campaign email messages Used to communicate with your members while a campaign is in progress.
Invitation to sample Invites members to join a sampling offer (campaign). When you add members to a campaign, and create a member segment, all selected members in the segment receive this email. You can configure the content of these email messages for just one campaign as part of the new campaign process, or customize the templates to change the content of the email messages for all campaigns.

Contact your Account Manager for assistance with updating campaign email templates.
Product shipped Sent when the member's product sample is marked as Shipped in the Fulfilment tab of Sampling in Portal. This email message tells members their item is being delivered when it leaves the distribution depot and, if available, provides tracking information.
Review Requests (formerly post-interaction email or PIE) Sent to members to request a review.
Review requests Sent to members to ask them to post a review. When leaving a review, members are asked to give the product a star rating (out of 5) and a written review. You can configure the review request in Configuration.
Review request reminders 1,2,3 Sent to members to remind them to leave a review. You can send up to three reminders.
Tip: You can see a quick summary of each email type in Sampling Administration > Emails.

Best practices when configuring email

When members read your messages, they’ll hear your brand’s ‘voice’. Think about:

  1. Timing———When’s the perfect time for the member to get this email? Consider the product being sampled, how long delivery times are likely to be, how long you want to allow them to evaluate the product.
  2. Tone———What’s your brand voice? Is it friendly or stylish? Match the words to your brand’s tone.
  3. Frequency———How often should you contact members? It can be tricky to get the balance right between a quick reminder and nagging. If you bombard members with too many messages, they’ll feel overwhelmed and give up. Leave it too long, and they’ll forget about you.
  4. Necessary———Do you need to send the email at all? Check the purpose of the email in the campaign. How many reminders do you need to send?
  5. Content———Do your words grab their attention? Does every word have a purpose? Do the links work? Remember that nearly 75% of your members look at messages on their phone.

Configure campaign email messages

You can change the content of the Invitation to Sample email, switch campaign email messages off and on, and set campaign email timings in the Email configuration menu.

Note: Email messages are only sent when they're required. For example, if you've configured to send up to two review request reminders, but the member posts a review after the first reminder, the second reminder won't be sent.

Learn more about how to configure campaign email.

Configure email templates

Configure the invitation email template in the Emails tab. The rest of the templates can be customized in configuration.

Learn more about how to define email templates.

Send ad hoc emails

Send ad hoc emails to communicate anything with your members that aren’t part of the campaign or member registration process.

Learn more about how to send ad hoc email messages.