A complete guide on how to build a new automated campaign, from creating the message templates to adding the steps, setting the triggers, and enabling the campaign to go live.
✨ When You Need This Guide
This guide is your go-to resource when you are ready to build a new automated marketing or communication workflow from scratch. Use this if:
You want to create a new, automated sequence of messages for your patients.
You need a step-by-step walkthrough of the entire campaign creation process.
You're ready to build a campaign but aren't sure where to start.
You need to know how to turn a campaign on or off.
What This Covers (And What It Doesn't)
✅ This article provides a complete A-to-Z guide for building a new campaign and its steps.
❌ It does not provide a deep dive into the different campaign trigger types. For that, please see our guide: A Guide to Campaign Types.
You'll Need:
Administrator access in Aloha.
✅ Part 1: Create Your Message Templates
Before building the campaign, it's best to have your message content ready.
Go to CAMPAIGNS > Show Templates.
Click + Add in the top-right corner.
Give the template a clear name, set the Type to Campaign SMS or Campaign Email, write your message, and click Save.
Repeat this process for all the different messages you want to include in your campaign.
✅ Part 2: Create the Campaign "Shell"
Next, you'll create the main campaign and define what triggers it.
Go to CAMPAIGNS > Show Campaigns.
In the top-right corner, click + New Campaign.
Name your campaign. Be specific so you can easily identify it later (e.g., "New Patient Welcome Series").
Select the Type. Use the dropdown menu to choose what will trigger this campaign to start (e.g., Appointment, Tag Applied, Event, etc.).
Click Add Campaign.
✅ Part 3: Add Steps to Build Your Workflow
After adding the campaign, you'll be taken to the "Edit Campaign" page to add your steps.
Click the blue + Add Step button.
Configure the step:
Name: Give the step a clear name (e.g., "Welcome Text - Day 1").
Action: Choose what this step will do (e.g., Send a Text Message, Apply a Tag).
Select Content: Choose the template or tag you want to use for this action.
Set the Timing: Specify when this step should happen (e.g., 1 Days After Appointment).
Click Add Campaign Step to save.
Repeat this process for all the steps in your sequence.
✅ Part 4: Enable Your Campaign
Your campaign is built, but it won't run until you turn it on.
On the Edit Campaign page for your new campaign, look for the Enabled toggle at the top.
Turn the toggle ON (it will turn blue).
Click Save Campaign. Your campaign is now active and will be triggered for any patient who meets the criteria you set.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
I enabled my new Appointment Campaign, but it's not starting for patients. | The campaign is active, but you likely haven't specified which appointment types should trigger it. | Go back to CAMPAIGNS > Show Campaigns and click on your campaign. In the settings, find the "Appointment Type:" section and check the box next to every appointment that should start this workflow. Remember to click Save Campaign. |
How do I add a list of existing patients to a campaign? | The best way to add a large, one-time list of patients to a Manual or Event campaign is by using the CSV import tool. | Go to CONTACTS > Import CSV. Choose the action Start a Campaign, select the campaign you want to enroll them in, and upload your CSV file. For a full guide, see How to Import Patient Data with a CSV File. |
I made a mistake and need to edit a step after saving. | You can edit any part of a campaign at any time. | Go to CAMPAIGNS > Show Campaigns and click on the campaign you need to edit. From there, you can click on any existing step to open its settings and make changes. You can also edit the main campaign triggers or its name on this page. Just be sure to click Save Campaign when you're done. |
🎉 You'll Know It's Working When:
On the main Show Campaigns page, the toggle next to your new campaign is blue with a checkmark, indicating it is active.
When a patient meets the trigger criteria (e.g., books the correct appointment), they are successfully enrolled in the campaign and begin receiving the steps you built.
💬 Need Help? We're Here!
If you have other questions about creating your campaigns, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.