Email Marketing

Email Marketing turns the people who book with you into an audience you can nurture. Group your contacts into mailing lists, send one‑off broadcasts, and build multi‑step sequences that follow up automatically — all sent through your own email sender and tracked for opens.

Contacts & Mailing Lists

Your contacts come from your bookings — every invitee who schedules one of your events becomes a contact you can reach. A mailing list is a named group of those contacts that you send campaigns to.

Finding the right contacts

Open Email → Mailing Lists. Two filters help you narrow down who you want:

• Date range — show only invitees whose meetings fall inside a window
• Event — focus on people who booked a specific event, or leave it on All Events

Each contact row shows the person's name, email, the event they booked, and the meeting date, so it's easy to tell who's who before you add them to a list.

Building a list

1. Tick the checkbox next to each contact you want — hold Shift and click to select a whole range at once
2. To start a fresh list, enter a name under Save as new list and click Save
3. To grow an existing list, pick it under Add to existing list and click Add

When you add contacts to a list they're already on, the duplicates are skipped automatically — you'll see a note telling you how many were added and how many were already there.

Broadcasts

A broadcast is a single email sent to everyone on a mailing list — ideal for announcements, newsletters, or a one‑time offer. Create one from Email → Broadcasts → Create Broadcast.

1. Choose the From Email — one of your configured senders (see Sending setup below)
2. Choose the To Mailing List — the recipients, with the contact count shown next to each list
3. Write a Subject
4. Optionally start from a saved Template, then write your Content

Personalization variables

Content supports HTML and a few merge variables that are replaced with each recipient's details when the email goes out:

• {{firstName}} and {{lastName}}
• {{name}} — the contact's full name
• {{email}}

In the editor you can click a variable chip to insert it at your cursor. Plain‑text content is converted to HTML automatically, so line breaks are preserved without any markup.

Send now or schedule

Leave the send date empty to send right away, or pick a send date and time to schedule it for later. Scheduled times use your local timezone and default to 09:00. A broadcast moves through these statuses:

• Scheduled — queued to send now or at its scheduled time
• Sending — delivery in progress (recipients are sent in batches)
• Sent — delivery finished
• Failed — delivery could not complete

The broadcasts table tracks how many emails were sent, how many were opened, and the open rate, and the detail panel shows a full preview of the email that went out.

Sequences

A sequence is a series of emails that go out automatically over time — perfect for onboarding drips or lead nurturing. Every contact on the chosen mailing list is enrolled when the sequence starts, and each person moves through the steps on their own schedule.

How steps work

• The first (initial) step is sent as soon as the sequence starts.
• Each follow‑up step has its own subject and content, and one of two triggers:

• Time delay — send this step a set number of hours after the previous one
• Previous email opened — send this step immediately, but only once the recipient opens the prior email

Steps are processed by background jobs, so delays are honored even across days, and each recipient advances independently based on their own opens and timing. Follow‑up steps also support the same {{firstName}}, {{lastName}}, {{name}}, and {{email}} variables.

Starting a sequence

Create one from Email → Sequences, or toggle Create Email Sequence inside the broadcast dialog. You pick the sender and mailing list, then add your steps. Leave the start date empty to begin immediately, or schedule a start date and time. Sequences report their state as Draft, Scheduled, Running, or Completed.

Email Templates

Templates let you save reusable email content so you don't rewrite the same message every time. Create and manage them under Email → Templates: give the template a name and its content (HTML and personalization variables are supported).

When you're composing a broadcast, selecting a template drops its content straight into the editor, where you can tweak it before sending. Templates you no longer need can be deleted from the same page.

Sending Setup (SMTP)

Marketing broadcasts and sequences are sent through your own email sender, which you configure under Email → SMTP Settings. This keeps your campaigns coming from your domain for better deliverability. To add a sender you provide:

• Name — a label like “Marketing Email”
• From Email — the address campaigns are sent from
• SMTP Host and Port — from your email provider
• Password — the SMTP credential for that account

Your password is encrypted before it's stored, and you can run a Test Connection at any time to confirm the sender works before you rely on it. Each broadcast and sequence picks one of these senders as its “From” address.

Open tracking

Both broadcasts and sequence emails embed a tiny invisible tracking pixel. When a recipient opens the message it registers as an open, which powers your open counts and open rates. For sequences, an open is also what advances any step set to the “Previous email opened” trigger.

Going Further with Automation

Need to sync contacts to another tool or kick off external workflows when someone books? Pair Email Marketing with Zapier to connect PepoSmart to thousands of other apps.

Need Help?

Campaign not sending or opens not showing up? Start with our Troubleshooting guide, review the FAQ, or Contact Support.