MARKETING: How To Send Email Campaigns

This guide demonstrates how to send email campaigns in the marketing module. 

PREREQUISITE

1. You already have a email template set up to post. If not, follow this guide first >> https://helpdesk.practiceautopilot.co.uk/support/solutions/articles/10000004916-marketing-how-to-download-edit-newsletter-template

VIDEO GUIDE



STEP BY STEP GUIDE

Step 1: Open the Marketing Module

1. Log in to Practice Autopilot™.
2. From the left-hand menu, click Marketing.
3. Select Email.

You will see three tabs:

• Statistics
• Campaigns
• Templates

Step 2: Create a New Campaign

1. Click Campaigns.
2. Select Create New Campaign.

This is where you will build and schedule your email.

Step 3: Choose Your Email Template

1. Click Templates.
2. Locate the template you previously downloaded or edited.
3. Select the template by clicking the tick/checkmark.

Example:

• Summer Podiatry & Foot Health Newsletter

The selected template will now be added to your campaign.

Step 4: Preview Your Email

Before sending:

1. Click Preview.
2. Check that:
   • Images display correctly.
   • Text is accurate.
   • Links work correctly.
   • Contact details are correct.
   • Branding is consistent.

Tip: Always preview your email before sending, especially if you are new to email marketing.

Step 5: Select Send or Schedule

Click Send or Schedule.

You now have two options:

• Send immediately
• Schedule for a future date and time

For newsletters, scheduling is usually the better option.

Step 6: Choose Your Send Date and Time

1. Click Schedule.
2. Select the date you want the email to be sent.
3. Choose a time.

Recommended:

• Early morning (e.g. 7:15am) when many people first check their phones.

Example:

• Date: 1st June
• Time: 7:15am

Step 7: Confirm the Sender Details

Check the following:

Sender Name

Use your clinic name.

Example:

• Foot Medic™

Sender Email Address

Use your clinic email address.

Example:

• info@yourclinic.co.uk

Important

For the best email deliverability, ensure your email domain has been authenticated.

If you haven't done this yet:

1. Visit the Help Desk.
2. Go to Settings.
3. Follow the instructions to connect and verify your email domain.

Step 8: Add a Subject Line

Create a subject line that grabs attention.

Example:
It's June! Let's Talk About Summer Shoes & the World Cup ⚽

Good subject lines:

• Create curiosity
• Mention seasonal topics
• Include an emoji where appropriate
• Are short and easy to read

Step 9: Add Preview Text (Optional)

Preview text appears beneath the subject line in many email apps.

This step is optional.

Example:
Foot health tips, summer footwear advice and more inside.

Step 10: Choose Your Recipients

Under recipients:

1. Select All Contacts if you want to email all patients in your database.

Alternatively, you can:

• Select a Smart List
• Choose individual contacts
• Target a specific group of patients

Most clinics will send newsletters to All Contacts.

Step 11: Enable Tracking

Turn on:

✅ Click Tracking

This allows you to see:

• Who clicked links
• Which links were most popular
• How engaged your patients are

Tracking helps measure the success of your campaign.

Step 12: Set Up a Resend to Non-Openers

To improve open rates:

1. Enable Resend Email to Non-Openers.
2. Set the resend period.

Recommended:

• 1 day and 12 hours after the original send.

Example:

• First email: 7:15am Monday
• Resend: 7:15pm Tuesday

Suggested Resend Subject Line

Did You Miss Our June Newsletter?

This often increases the number of patients who read your email.

Step 13: Final Review

Before scheduling:

✔ Correct template selected
✔ Images displaying correctly
✔ Links tested
✔ Sender details correct
✔ Subject line added
✔ Recipients selected
✔ Click tracking enabled
✔ Resend to non-openers enabled

Review the campaign preview shown on the right-hand side of the screen.

Step 14: Schedule Your Campaign

Once everything looks correct:

1. Click Schedule.
2. Confirm the date and time.

Your campaign is now scheduled and will automatically be sent to your selected patients.

After Sending

Monitor your campaign performance by reviewing:

• Open rates
• Click rates
• Link engagement
• Patient responses
• Appointment bookings generated

Regular newsletters help keep your clinic front of mind, increase patient engagement, and encourage future bookings.

Pro Tip

Aim to send one patient newsletter every month. Consistent communication helps strengthen patient relationships, increases rebooking opportunities, and keeps your clinic visible throughout the year.