Email Campaign Management

ShulNET provides a comprehensive email campaign system for managing mailing lists, sending newsletters, and tracking subscriptions. The system supports both single opt-in and double opt-in (confirmed) subscription workflows.

Overview

Email campaigns are mailing lists or newsletter groups that members can subscribe to. Each campaign has its own subscriber list and settings.

Key Features

• Multiple Campaigns - Create separate lists for different purposes
• Subscriber Management - Track who subscribes and unsubscribes
• Double Opt-in - Require email confirmation for verified subscriptions
• Campaign Emails - Send newsletters to confirmed subscribers
• Bulk Operations - Subscribe multiple members at once
• Compliance - CAN-SPAM and GDPR-ready features

Email Campaigns

Creating Campaigns

Navigate to /admin/campaigns to manage all campaigns.

Required Fields

Optional Fields

• Description: Internal description of campaign purpose
• Opt-in Type: single or double
• Is Active: Enable/disable the campaign
• Confirmation Subject: Email subject for double opt-in confirmation
• Confirmation Content: Email body for double opt-in confirmation

Campaign Settings

Active Status

• Active campaigns accept new subscribers
• Inactive campaigns hide subscription forms but retain subscribers

Opt-in Types

Single Opt-in

When to use:

• Internal lists (existing members)
• Low-risk communications
• When immediate subscription is desired

Double Opt-in (Confirmed)

When to use:

• Public-facing subscription forms
• Compliance with anti-spam regulations
• Higher-value email lists
• When email verification is important

Subscription Management

Subscribe Member

Single Subscription

• Navigate to campaign detail page
• Click "Subscribe Member"
• Select member from dropdown
• Member is immediately added (status depends on opt-in type)

Bulk Subscription

• Navigate to campaign detail page
• Click "Bulk Subscribe"
• Select multiple members
• All selected members are subscribed at once

Subscription Statuses

Unsubscribe Member

Manual Unsubscribe:

• Navigate to campaign detail page
• Find member in subscriber list
• Click "Unsubscribe"

Public Unsubscribe (via email link):

• Member clicks unsubscribe link in email
• Status automatically changed to "unsubscribed"

Campaign Emails

Overview

Campaign emails are individual email messages sent to campaign subscribers. Track sent status and sending time.

Creating Campaign Email

1. Navigate to campaign detail page
2. Click "Create Campaign Email"
3. Enter subject line
4. Write email content (HTML supported)
5. Save as "pending"

Email Statuses

Sending Campaign Emails

1. Create campaign email with "pending" status
2. Review content and test
3. Click "Send Now"
4. Email is sent to all confirmed subscribers
5. Status automatically changes to "sent"

Email Templates

Using Email Templates

The system supports reusable email templates for consistent branding.

Template Variables

Common variables that can be used in templates:

Bulk Operations

Subscribe All Active Members

1. Navigate to campaign detail page
2. Click "Bulk Subscribe"
3. Select "All Active Members"
4. Confirm the action
5. All active members are subscribed

Import from CSV

You can bulk import subscribers from a CSV file:

1. Prepare CSV file with email addresses
2. Match emails to existing members
3. Subscribe matched members to campaign

Compliance

Legal Requirements

CAN-SPAM Act (US)

• Include physical address
• Accurate subject lines
• Identify message as advertisement
• Easy unsubscribe mechanism
• Process unsubscribes within 10 business days

GDPR (Europe)

• Get explicit consent
• Explain what they're subscribing to
• Easy way to withdraw consent
• Keep records of consent

Compliant Email Footer

Best Practices

1. Use Double Opt-in for Public Lists - Better compliance and engagement
2. Personalize Emails - Use member name and relevant data
3. Include Unsubscribe Link - Required by law, builds trust
4. Test Before Sending - Send test to yourself first
5. Track Metrics - Monitor open rates and engagement
6. Segment Lists - Create targeted campaigns for different groups
7. Mobile-Friendly HTML - Ensure emails render well on mobile
8. Clear Call-to-Action - Make it clear what you want readers to do
9. Respect Unsubscribes - Process immediately, no questions asked
10. Regular Cadence - Consistent schedule builds expectations

Common Scenarios

Scenario 1: Monthly Newsletter

1. Create campaign: "Monthly Newsletter"
2. Set opt-in type to "double" for verification
3. Add all active members via bulk subscribe
4. Each month, create new campaign email
5. Write content and send to confirmed subscribers

Scenario 2: Event Announcements

1. Create campaign: "Special Events"
2. Set opt-in type to "single" for immediate access
3. Members subscribe themselves via member portal
4. Send campaign emails for each special event

Scenario 3: Weekly Torah Portion

1. Create campaign: "Weekly Torah Portion"
2. Set opt-in type to "double"
3. Provide subscription form on website
4. Members confirm via email
5. Send weekly campaign emails automatically

Troubleshooting

Emails Not Sending

• Check mail configuration in .env
• Verify SMTP credentials
• Check email queue if using queues
• Review mail logs

Confirmation Links Not Working

• Verify token in database
• Check route is properly defined
• Ensure tokens don't expire (if implemented)

Subscribers Not Receiving

• Verify status is "confirmed"
• Check spam folders
• Verify email addresses are valid
• Review sending logs