Email campaigns work by combining three elements: a distribution list (which identifies who should receive the email), an email template (the message you want to send), and a schedule (when and how often it should go out). The real power comes from our smart filters — these identify users' current status in a review, so you're only emailing people who actually need a reminder.
Creating a distribution list
Distribution lists determine who receives your campaign emails. Dynamic lists are particularly useful because they automatically update based on user status.
Navigate to the Email Campaigns tool from your Admin Navigation menu
Click on Distribution Lists and then select Create New List
Provide a clear, descriptive name (e.g., "Annual Review - Step 1 Incompletes")
Under Advanced Filters, select Performance Review Status
Choose the specific review you want to track (e.g., "Annual Review 2026")
Select whether to show employees or managers doing that review
Filter by the specific step users are stuck on (e.g., "Step 1")
Optionally, set a minimum time users must be at that step before appearing in the list (this prevents nudging users who've only just been added)
Review the list preview on the right to verify it's capturing the correct users
Click Next to update, then Save to create your distribution list
Because this list is dynamic, it will automatically add or remove users as they progress through the review—no manual updates required.
Creating an email template
Email templates ensure consistency in your messaging and save time when setting up campaigns.
From the Email Campaigns tool, navigate to Email Templates
Click Create New Template
Provide a template name (e.g., "Annual Review Completion Reminder")
Craft your email message—keep it encouraging and action-oriented
Include any relevant dates or deadlines
Use the template preview to see how it will appear to recipients
Click Save to create your template
You can update template content (such as dates) before each campaign sends, or create multiple templates for different scenarios.
Setting up your email campaign
Now you'll bring together your distribution list and email template to create an automated campaign.
From the Email Campaigns dashboard, click Plus New Campaign
Provide a campaign name that clearly describes its purpose
Select your dynamic distribution list from the dropdown
Choose your email template
Select your sending email address
Choose when to send:
Send immediately for a one-off nudge
Schedule for a specific date and time
Set as recurring (e.g., every Friday afternoon) for ongoing nudges throughout the review period
For recurring campaigns, specify the frequency (weekly, fortnightly, etc.)
If this is your first campaign, consider running it in Test Mode to see a simulation of what will happen
Click Next to review who will receive the email
Reviewing and testing your campaign
Before your campaign goes live, it's important to verify everything is configured correctly.
Review the list of recipients—this should match the users at the target step in your review
Check the email content in the preview pane
Update any dynamic content (such as dates) if needed
Use Send Test Email to send yourself or a colleague a preview
If you're happy with everything, confirm your schedule or click Send Now for immediate campaigns
For recurring campaigns, the system will continue sending at your specified interval until you stop it manually.
Monitoring campaign effectiveness
After your campaign is running, you can track its impact.
Return to your review dashboard to see if users are progressing through steps
Check your dynamic distribution list—as users complete the target step, they should drop off the list automatically
Review the Email Campaigns dashboard to see campaign history and status
Adjust your schedule or template based on response rates
Creating campaigns for different review steps
You can set up separate campaigns for each step of your review process.
Create a new dynamic distribution list for Step 2 (or any other step)
Follow the same process as above, but filter for the new target step
Consider adjusting your email template to reflect the specific step
Set an appropriate sending schedule based on that step's typical completion time
Beyond review nudges: other use cases
Email campaigns aren't just for review completion. You can use the same approach to nudge users to:
Nominate contributors for 360 feedback
Complete feedback requests
Update their objectives
Request feedback from others
Complete training diary entries
Simply create distribution lists with the appropriate filters for each use case.
Tips for successful email campaigns
Time your nudges wisely: Consider sending reminders mid-week (Tuesday-Thursday) when people are more likely to take action
Don't over-nudge: Weekly reminders are usually sufficient—too many emails can lead to fatigue
Use encouraging language: Frame reminders positively rather than as reprimands
Include clear deadlines: Let people know when they need to complete their actions by
Test before deploying: Always send yourself a test email to check formatting and tone
Monitor and adjust: If completion rates aren't improving, consider adjusting your timing or messaging
Stop campaigns when appropriate: Remember to stop recurring campaigns once your review period ends