Email campaigns are a powerful way to keep your team engaged and informed throughout performance management cycles. Whether you're sending feedback reminders, goal update prompts, or review notifications, this guide will walk you through everything you need to know. We'll cover how to send campaigns, create custom email templates, build distribution lists, and use smart automation to save time. By the end, you'll be confident running campaigns that reach the right people at the right time. The video embedded above provides a visual walkthrough of these features.
Accessing the email campaigns dashboard
Your email campaigns dashboard gives you a bird's-eye view of your campaign activity and provides quick access to past campaigns.
From your admin panel, click on Email Campaigns
Review high-level campaign statistics, including the number of campaigns sent
Use the date range drop-down to view activity over different time periods
Open the Admin Guide link in the top right for help
Sending an existing campaign
The quickest way to run a campaign is to resend or duplicate one you've used before. This approach works perfectly for recurring communications like monthly feedback reminders.
On the Email Campaigns dashboard, scroll down to view your list of past campaigns
Click Edit on the campaign you want to resend — this opens the Edit Campaign setup
Update the campaign title, distribution list, or email template as needed
Choose when to send: - Send now – the campaign goes out immediately - Schedule – select a specific date and time for the campaign to be sent - Recurring – set up automatic sends at regular intervals (weekly, monthly, quarterly, etc.)
Enable Test mode if you want to run through the campaign without actually sending emails
Click Next to move to the Review & Send step
Confirming and testing your campaign
Before sending, it's important to verify that your campaign will reach the right people with the right message.
On the confirmation screen, click View next to the distribution list name to see exactly who will receive the email
Click View next to the template name to preview the email content
Click Send test email to receive a copy in your inbox
To send test emails to multiple people (useful for getting approval), enter email addresses separated by commas
If you're not ready to send, click Save as draft
When ready, click Send now or your scheduled option
Monitor the progress of your campaign – super admins can access the audit logs for detailed sending information
Duplicating a campaign
If you need to send a similar campaign with small variations, duplicating saves time.
From the campaigns dashboard, locate the campaign you want to copy
Click the Duplicate button
Click into the new campaign copy
Update the campaign name, distribution list, or template as needed
Proceed with sending as described above
Creating a new campaign from scratch
When you need a completely new campaign, the creation process guides you through each step.
From the campaigns dashboard, click + Create campaign
Give your campaign a name
Select a distribution list (the group of users who will receive the email)
Choose an email template
Decide whether to send now or schedule
Review, test, and send as described in the confirmation section above
Creating email templates
Email templates contain the message content and call-to-action that your recipients will see. Building a library of templates makes campaign creation faster and ensures consistency.
In Email Campaigns, open the Email Templates tab
Click Add template
On the Settings tab, enter a Template Name (e.g., "360 feedback nomination reminder") and pick a Category
Set the Call-to-action text (e.g., "Nominate now") and the Button target (where the button sends users, e.g. the reviews page)
Open the Content tab to add the Subject and write your email message
Check the live preview on the right to see how the email will appear
Click Save template
AI-powered content creation
When creating email templates, click the Generate with AI button to automatically create email content based on a brief prompt. For example, type "create a feedback nomination reminder" and let AI draft the message for you. You can then edit and refine the generated content to match your tone and requirements.
Editing existing email templates
Templates can be updated at any time to reflect new messaging or processes.
Open the Email Templates tab
Use the search bar or category filters to locate your template
Click on the template to open it
Make your changes across the Settings and Content tabs
Click Save template
Alternatively, use the Duplicate button to create a copy of an existing template, then modify the copy.
Creating distribution lists
Distribution lists determine who receives your campaigns. You can create lists based on specific individuals, roles, departments, locations, or even dynamic criteria based on review progress.
In Email Campaigns, open the Distribution Lists tab
Click Create list (a 3-step wizard: List details → Recipients → Review)
Give your list a name (e.g., "360 nomination reminder")
Choose how to build your list: - Manual selection – search for and select specific individuals by name or email - Role-based filtering – filter by user roles (partners, associates, trainees, etc.) - Department or location filtering – filter by organisational structure - Review-based filtering – filter by review participation status (e.g., users who haven't nominated contributors)
Select the users you want to include from the filtered results
Click Next to review your selection
If appropriate, enable Make this list dynamic – this means the list will automatically update as users' statuses change (e.g., people will drop off a "no nominations" list once they complete their nominations)
Review the confirmation screen showing the number of recipients and filters applied
Click Create
Understanding dynamic distribution lists
Dynamic lists are particularly powerful for process-driven campaigns. When you mark a list as dynamic, it automatically updates based on real-time data. For example:
A list of "employees with no contributor nominations" will shrink as people complete their nominations
A list of "reviews pending manager approval" will update as approvals are completed
You can schedule recurring campaigns against dynamic lists without manually updating the recipient list each time
Tips for successful campaigns
Always send test emails – verify content and formatting before sending to your entire list
Use recurring campaigns for regular reminders – set them up once at the start of a review cycle and let automation handle the rest
Leverage dynamic lists for process-based campaigns – target exactly the people who need to take action
Organise templates by category – this makes them easier to find as your template library grows
Use clear, action-oriented subject lines – help recipients understand what's required at a glance
Keep email content concise – focus on one clear call to action per campaign
With these tools, you'll be able to create targeted, timely communications that keep your performance management processes running smoothly. If you have questions, use the quick access support panel or contact our team directly.