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Leverage group (mass) emails

Richard Abujasen
Updated
In OptiMantra, you can communicate with your patients and clients at scale using the group emails functionality

 

Accessing Group Emails

 

To send group emails, go to Shortcuts > Administrative > Group Emails

 

 

 

Selecting and Filtering Recipients

You can select individual recipients for a group email by selecting them in your patient box on the left, and transferring them to the recipient list on the right,

OR, mass select individual recipients by using Patient Tags and sending to specific groups (e.g., all your IV patients or all your returning patients); this will also make it easier for you to see who is getting group emails (more on that below)

 

Writing Your Group Email

 

There are lots of ways to create beautiful group emails in OptiMantra!

Customize your email

You can customize your email as you'd like, adding a subject, the 'From' name, the email address you want to get replies to, and adding any attachments. That said:

  • DO NOT use keywords as they won't convert in the body of the email
  • DO attach a document such as a brochure or newsletter if you have something with graphics etc. that do not translate to the group email format. Make sure the format of the attachment is not a heavy file format.

Create and HTML templates

You can save your message as and HTML template for future use, or import an existing template you have created.

 

Previewing and Sending Your Group Email

Click Send!

 

 

Note that 

  • If you want to preview the email - send it to just 1 or 2 people (like yourself) and you'll be see what it looks like
  • The program is accepts only one group email (to 4 or more recipients) in a 24-hour period, so note that if you send a tiny test one you won't be able to send the real one for 24 hours
    • This restriction is in place to minimize duplicate emails (and potential SPAM)
    • If you want to download your clients to email them, not through OptiMantra, you can download your client list at the top of the Group Email page
  • If you have a large list (more than 500 clients), it may take a while to send the email. 
    • If the platform times out, your email will still send so you do not need to resend it!
  • Group emails do not show in the patient log like individual emails, instead they will just show in Shortcuts > Log > Email Logs as an email with # of people it sent to
  • If you need to track who you sent group emails to, use Patient Tags
    • You can add Patient Tags to track patient groups (like those you send group emails to) under Settings > Patient Communication > Patient Tags) 
    • Then use Patient Tags to send out targetted group emails
    • Finally, log in to Analytics to get a snapshot of all the patients with a specific tag 
    • Read more on setting up and using Patient Tags here: /hc/articles/42341478677396

 

 

Using Your Own SendGrid Account To Track Email Delivery Statistics Email

 

We recently added the option to use your own SendGrid account to send group emails, so you can get full visibility into your email delivery statistics.

You can get a personalized SendGrid account (unfortunately they no longer offer free accounts) - https://signup.sendgrid.com/


 

When you send group emails, the program will use your SendGrid account, and you will be able to see within your SendGrid account if emails are being opened, going to spam and other details

 

 

Checking Your Email was Sent in OptiMantra

 

You can also check your email was sent in OptiMantra by going to Shortcuts > Logs > Email Logs

 

  • Select the date range and ALL practitioners (if you're not using the same email to send group emails as you're using for your account)
  • Then, 'Refresh'
  • In OptiMantra, you'll be able to be to see that the email was sent, from whom, and to how many people; for more - stats and detail, check your SendGrid

 


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