How do I create and send an email campaign?
Email campaigns allow you to communicate with specific groups of users efficiently. You can send campaigns immediately, schedule them for later, or set up recurring sends. Campaigns are built using distribution lists (who receives the email) and email templates (the content and call-to-action). This is useful for reminders about objectives, feedback requests, or review deadlines.
Instructions:
From your admin panel, click on Email Campaigns
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 when to send: Send now, Schedule (specific date/time), or Recurring (automatic sends at regular intervals)
Click Next to review
On the confirmation screen, click View next to the distribution list to verify recipients
Click Send test email to preview in your inbox
Click Send now or your scheduled option when ready
How do I create an email template?
Email templates contain the message content and call-to-action that recipients will see. Building a library of templates makes campaign creation faster and ensures consistency across your communications. Templates can be organised by category and reused across multiple campaigns. You can also use AI to generate initial content based on a brief prompt.
Instructions:
In Email Campaigns, open the Email Templates tab
Click Add template
Enter a Template name (e.g. "360 feedback nomination reminder")
Select a Category to help organise your templates
Click on the Content tab
Enter a Subject line for the email
Write your email message in the content area (or click Generate with AI to create content automatically)
Click on the Action tab
Enter the Action button text (e.g. "Nominate now")
Select where the button should direct users (e.g. the reviews page)
Review the preview on the right to see how the email will appear
Click Save
How do I create a distribution list?
Distribution lists determine who receives your campaigns. You can create lists based on specific individuals, roles, departments, locations, or dynamic criteria based on review progress. Dynamic lists automatically update based on user behaviour (such as who hasn't completed a review step), whilst manual lists remain static. Creating well-organised distribution lists saves time when running regular campaigns.
Instructions:
In Email Campaigns, open the Distribution Lists tab
Click + Create list
Give your list a name (e.g. "360 nomination reminder")
Choose how to build your list:
Apply your selected filters
Review the list of users who will be included
Click Save
What's the difference between dynamic and static distribution lists?
Static (manual) distribution lists contain a fixed set of users that doesn't change unless you manually edit the list. Dynamic lists automatically update based on criteria you set, such as users who haven't completed a specific review step. Dynamic lists are particularly useful for automated reminders and recurring campaigns, as they always target the current group of users meeting your criteria. Static lists are better when you need precise control over recipients.
Instructions for dynamic lists:
When creating a distribution list, select filtering options based on review progress or status
The list will automatically update each time a campaign is sent to include only users currently meeting the criteria
Best used for recurring campaigns and review reminders
Instructions for static lists:
When creating a distribution list, manually select specific users or apply role/department filters
The list remains fixed until you edit it
Best used for one-off communications or when you need precise control over recipients
How do I send a test email before launching a campaign?
Sending test emails allows you to preview exactly what recipients will see and verify that your message, formatting, and call-to-action are correct. You can send test emails to yourself or to multiple people (useful for getting approval from stakeholders). This is an important quality control step, especially for campaigns going to large groups. Test mode also allows you to run through the entire campaign process without actually sending emails.
Instructions:
Create or open an existing campaign
Click Next to reach the confirmation screen
Click Send test email to receive a copy in your inbox
To send to multiple people, enter email addresses separated by commas
Alternatively, enable Test mode when setting up the campaign to run through the entire process without sending emails
How do I duplicate an existing campaign?
Duplicating campaigns is the quickest way to run similar communications with small variations. This approach is perfect for recurring communications like monthly feedback reminders or quarterly review notifications. When you duplicate a campaign, all settings (distribution list, template, and timing) are copied, and you can then modify any element as needed.
Instructions:
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 normal
How do I schedule a campaign to send automatically?
Scheduling campaigns allows you to plan communications in advance and ensure they're sent at optimal times. You can schedule one-off sends for a specific date and time, or set up recurring campaigns that go out automatically at regular intervals (weekly, monthly, quarterly). Recurring campaigns are particularly effective when combined with dynamic distribution lists, as they'll always target the current group meeting your criteria.
Instructions:
Create or open a campaign
When choosing when to send, select Schedule
For a one-off send, select a specific date and time
For recurring sends, select Recurring and choose the frequency (weekly, monthly, quarterly, etc.)
Complete the campaign setup and click Send (the campaign will be sent at your scheduled time)
Where can I see the history of sent campaigns?
All campaign history is stored in the Email Campaigns dashboard, allowing you to track what communications have been sent and to whom. This is important for auditing purposes and understanding your communication patterns. Super admins can access detailed audit logs showing sending information.
Instructions:
From your admin panel, click on Email Campaigns
The dashboard displays all past campaigns with high-level statistics
Use the date range drop-down to view activity over different time periods
Click on any campaign to view details including who received the email
Super admins can access audit logs for detailed sending information
Can I use AI to write email content?
Version 6 includes AI-powered content generation for email templates. This feature helps you create initial email content quickly based on a brief prompt. For example, you can type "create a feedback nomination reminder" and the AI will draft appropriate content. You can then edit and refine the generated content to match your tone and specific requirements. This saves time whilst ensuring you maintain control over the final message.
Instructions:
In Email Campaigns, open the Email Templates tab
Click Add template or open an existing template
In the Content tab, click the Generate with AI button
Enter a brief prompt describing the email you need (e.g. "create a feedback nomination reminder")
Review the generated content
Edit and refine the content as needed to match your tone and requirements
Click Save
How do I send an email campaign to users who haven't updated their objectives?
Sending targeted reminders to users who haven't updated their objectives is an effective way to improve compliance. You can create a dynamic distribution list that automatically identifies users who haven't updated objectives within a specified timeframe (e.g. three months). This type of campaign can be set up as a recurring send, ensuring regular reminders go out automatically to those who need them.
Instructions:
Create a new distribution list
Filter by users who haven't updated objectives in your desired timeframe (e.g. last 3 months)
Save the distribution list
Create an email template with appropriate reminder content and an action button directing users to the objectives page
Create a new campaign using this distribution list and template
Set as recurring if you want automatic reminders to be sent regularly
Review, test, and send the campaign
How often should I send email campaigns?
The frequency of email campaigns depends on your firm's performance management cycle and communication preferences. Best practice is to send regular, purposeful communications rather than overwhelming users with too many emails. For objectives, monthly reminders work well. For review cycles, weekly updates during active periods help maintain momentum. Consider using recurring campaigns with dynamic distribution lists to automate routine reminders whilst keeping communication targeted to those who need it.
Best practice recommendations:
Send objectives reminders monthly or when updates are due
During review cycles, send weekly reminders to users with outstanding tasks
Use dynamic distribution lists to ensure only relevant users receive reminders
Avoid sending too many campaigns close together – space them appropriately
Monitor engagement and adjust frequency based on completion rates
Can I send campaigns to specific departments or locations?
Yes, you can create distribution lists filtered by department, location, role, or any combination of these attributes. This allows you to target communications to specific groups within your organisation. For example, you might send review reminders only to partners in a particular office, or objectives updates to associates in a specific department. These filters can be combined to create highly targeted distribution lists.
Instructions:
Create a new distribution list
Use the filtering options to select by department, location, or role
Apply multiple filters if needed (e.g. associates in the London office)
Review the list of users who will be included
Save the distribution list
Use this list when creating campaigns
What happens if an email bounces or isn't received?
If a user reports not receiving an email, you can check the activity logs to verify whether the email bounced. Bounced emails typically indicate an IT issue, such as an incorrect email address or email security settings blocking the message. The activity logs show all emails sent from Performance Leader, including their delivery status. If emails are consistently bouncing for a user, this should be investigated with your IT team.
Instructions:
From your admin panel, go to Reporting
Click on Activity logs
Filter by email type or search for the specific user
Check if any emails show as bounced
If emails are bouncing, contact your IT team to investigate
If the issue persists after IT investigation, contact Performance Leader support
How long does it take for emails to go out?
When you send an email campaign, the emails go into a queues and are sent progressively to avoid triggering spam filters. Typically, all emails are sent within a few minutes of clicking send, though this might go up to a few hours for thousands of emails. If you've scheduled a campaign, it will be sent at the exact time you specified. You can monitor the sending progress in the campaign dashboard.
Instructions:
Send your campaign or wait for the scheduled send time
Go to the Email Campaigns dashboard
Click on the campaign to view sending status
Check activity logs if you need to verify specific delivery times
I’ve made a mistake! Can I cancel or recall emails?
If the email queue is still processing, you can cancel it by clicking on the X button next to that email campaign status. Unfortunately, once an email campaign has been sent, it cannot be recalled. Emails are delivered immediately to recipients' inboxes, and there is no technical way to retrieve them.
Best practice to avoid mistakes:
Always use the Send test email function before launching
Review the recipient list carefully to ensure you're targeting the right group
Double-check the email content, links, and call-to-action buttons
For high-stakes campaigns, have a colleague review the test email (send them a test email)
Use Test mode to run through the entire campaign process without actually sending
Can Restricted Admins send email campaigns?
Yes! When Restricted Admins send email campaigns, it will go only to users within their scope of responsibility.