How to create an Email Campaign (Full Walk-Through)

Creating Email Campaigns

To Access your campaign interface, you will go to Admin ​→​ Campaigns

This is an image of the screen display you will be looking at before you get started.

Step 1: Getting Started

To create an initial email campaign or a one-off email, you will start by selecting the box next to

"As Master" then click the ADD button, to the bottom left.

If you are creating a subsequent campaign, you MUST click on a previously created campaign within your campaign list to highlight and select "ADD".

This turns the stand-alone campaign into a "Master" campaign in which this email will follow.

**TIP: Only MASTER'S have ARROWS**

Any campaign where Subsequent Campaigns are attached will show an Arrow to the Left

If you click on the arrow, you will see all subsequent campaigns attached to the "Master"

Please Remember the campaign you clicked on is the MASTER for this campaign series. ALL patients/leads MUST meet the criteria of the "MASTER" to get any subsequent campaigns.

If you turn a subsequent campaign into a "Master" Campaign, that now becomes a requirement to receive the next campaign in line.

Step 2: Selecting the configuration settings

General Section

Name your campaign.

*Your Campaign Name MUST be Less than 50 Characters Long or your email WILL NOT send

You will see an "Is Live" box shown in this area but, you WILL NOT check "Is Live" until your campaign is ready to start combing the system for patient matches and start sending the campaign. WE WILL COME BACK TO THIS LATER IN THE ARTICLE

Send Between Dates:

You can indicate a Start and Stop date for when this campaign is active. If no date is entered, it will follow the filter guidelines set forth within the creation of the campaign.

When choosing start and stop times: keep in mind that it's the beginning of the first date selected and the end of the second date.

ie: 6/26 and 6/28. It will start at 12:01 am on the 26th and stop at 11:59 pm on the 28th.

If the same calendar date is entered into the start and stop filter, it will start at 12:01 and stop at 11:59 on the same day.

Start and stop dates are helpful for holiday messages, out-of-the-office messages, promotions etc. This ensures that a campaign will not run before or after the time frame allowed.

How often patients receive this message:

This area will default to "Only Receive Once".  If you would like your campaign to be received more than once, you will change the setting to "Receive once every"  __ Weeks, Month or Years. 

Tips:

This is extremely helpful if you would like a Mass Email to go out to all patients every 6 Months to update patient demographic info, Update insurance info or Birthday messages that go out Once every Year. 

Wait X days after MASTER message sent to send:

Only visible when creating a subsequent campaign

This area will default to "Send immediately after". If you would like to delay a message you will choose "Days" and then select how many days AFTER the master campaign was sent out, to send this campaign.

Remember the Master is the one you clicked on to make this campaign. IE: Master goes out on 1/21/21 how many days after that one is sent, should this one be triggered.

Message Delivery Type:

In this section, you will choose how your campaign will send. You will select Email and choose the email setting of your choice from the dropdown. 

If you do not choose an option from the dropdown, you WILL NOT be able to type out your campaign message. Once selected, the area should display like this.

Step 3: Creating your Campaign Message:

Before you begin

The campaign's creation area will show you a message that looks like this.

It is very important that you DO NOT COPY and PASTE from WORD. It will create all kinds of issues with formatting and sending. If you need to copy and paste from word, you will need to follow these steps:

• Copy from WORD
• Paste into NOTEPAD
• Copy From NOTEPAD
• Paste into Campaign letter

Subject Line

start by entering your email subject.

Please make sure the subject is as clear as possible and prevent using words like Free or Win to prevent your campaigns from being listed as spam. If you are wondering if your email may be triggered as spam, you can always test your email by using www.mail-tester.com to get your spam score :)

*EVERY EMAIL CAMPAIGN MUST HAVE A SUBJECT ENTERED OR YOUR CAMPAIGN WILL NOT SEND

Email Body

If you would like to make your message look personal, you can select the “Patient First” box at the bottom of the screen. This will add the data field {PatientName} where your cursor was located, so the system can fill in the location with the name of the patient.

The "Patient Name" data field area can also be applied to your subject line as well. If it is not adding to the subject line, add it to the body of your message, copy and paste it in.

Online Booking Link

Within the campaign message body area, you have a button that says "Add Online Booking Link". This button will place a data insert {OnlineScheduleLink} wherever your cursor is located within the message body. This will allow patients to click your link and schedule an appointment online, straight from the email sent.

You MUST have the Online Scheduling feature set up before using this link as there are configurations that need to be made. If you have not set up Online Scheduling and want to use this option, click HERE to see setup instructions.

Adding an Image

Using a saved image on your PC

Place your cursor in the area of the email you would like your image to be placed, Locate the image icon within the toolbar, and select.

Your image MUST be a .jpg, .png or a .gif file to attach and saved within a local file on the pc. You cannot upload from dropbox or a networked file.

Enter your text to display for image and locate your Image file. Each image used must be named.

Once the image is attached, you will see the information presented within the local file info and select "OK"

Using a web image

Place your cursor in the area of the email you would like your image to be placed, Locate the image icon within the toolbar, and select.

Find your image online that you are needing to use. Right-click the image and select copy image address

Give the image a name

Paste that image address into the "Enter a web page location, a local file" area and select "OK". 

Resize the image if needed.

Adding a Link

Assigning Link to Text: This option creates hyperlinked text

Place your cursor where you would like the hyperlinked text to display

Locate the link icon in the toolbar

Name what the hyperlink will display as, by entering text into the "Enter text to display for link" area.

Paste in the URL and hit OK

Here is how your link will display within the email

Assigning link to an Image: This option creates a hyperlinked image 

Put your cursor on the area within your email that you would like the hyperlinked image to display

Then Locate the link icon and Select.

Select the file folder to the far right and locate the saved image you would like to use.

Your image MUST be a .jpg, .png or a .gif file to attach and saved within a local file on the pc. You cannot upload from dropbox or a networked file.

Once the image text info is displayed, enter the URL you are tying to the image and hit OK to lock it in

Your image will now display within your email.

You will know the link is properly connected if the image has a blue hyperlink border displayed. If the border is not there, the link is not connected and you will need to try again.

Step 4: Filters

To get started on selecting your filters, click on the filters tab at the top middle of your screen

This is the screen you will see

Visits

Visit filters refer to patient visits ONLY. Each Visit Filter option allows you to select a numerical value of 0-100.

Please keep in mind: If you include Visit Filters to your Email/Text Campaign and a Patient no longer falls under that filter, they will be excluded from the campaign when it is selected to run again.

IF NO Patient or Visit Filters are entered, once the campaign is live, it will start sending to everyone in your Database.

Visit filters include

Patient Filters

You can select a multitude of filters, so the system can send the Email or Text to the correct people you are wanting to market to.

Patient Filters include:

• Patient Age
• Case Type
• Employment Status
• Marital Status
• Person Status (Lead, New Patient, Active etc.)
• Occupation
• Major Complaint or Condition
• Employers
• Referral Source: Tied to the Patient/Lead (either manually added into Katana or automatically added when they signed up on a Kfunnel)
• Birthday Month
• City
• Zip
• State
• Initial Condition
• Funnel Leads
• Gender
• Tags

When you want to make a selection, go to the filter you would like to work with and select the first dropdown

Each one will have different selections but, for Referral Sources, you would select Include or Do Not Include

Then choose the second dropdown

Select the correct Referral Source from YOUR list (This list is also found in Admin>Referral Source):

Once your selection has been made, Select the + sign to lock it in. THIS STEP IS VITAL. 

Once locked in, you will see it appear like a tag. If you need to select another option, repeat the same steps as many times as needed

If you happen to add one by mistake, Press the - sign to remove it.

Case Type Filter

This is a unique filter that will allow you to select a specific case type and indicate that visit filters can only work with the designated case type.

Once a case type is locked in, an option will appear that states "Only count visit number within SELECTED case type"

If this box is selected, this makes sure that visits from other cases tied to the patient are not counted when the system is performing is comb through. 

Ie: Only wanting visits counted from a chiro case but, excluding the number of visits within the massage case.

If this filter is not used, the system will calculate the TOTAL number of visits within a patient's file and if they fit, the campaign will be sent. Chiro Case = 1 appt. Massage= 2 appts. for a grand total of 3 appts.

Choosing the Proper Visit Filter for this Campaign

When the check box is selected, the visit filters that can be used are highlighted in GREEN. These are the ONLY options available when creating a campaign to count visits within a specific case. 

Step 5: SAVE your created Campaign

Once you have selected all necessary information, filters and made sure no changes need to be made, you will now select the SAVE button to the bottom left of the screen.

Now your Campaign is ready to be tested.

Only master and stand-alone campaigns will be displayed here. If there are any subsequent or "Child" campaigns, to see them you would click on the + sign to the left of the campaign.

Step 6: Testing your Campaign

To test your campaign and make sure everything is EXACTLY the way you want it, go to your list of saved campaigns and click on the one you would like to test, once highlighted, right-click your email campaign.

Select Test Campaign: Campaign Name

Enter your Name, the Email address you want the campaign to go to, and hit SAVE.

Then check your email :)

• If the email you have received is not how you would like it to be, go back in, edit and Re-Save.
• Go back to step 3, if you need a refresher.
• Then Re-test :)

There are no limits on how many times you can test your campaigns.

If you are not seeing your email in your inbox, make sure you check the "ALL MAIL" area or your SPAM box before contacting support to report an issue.

Step 7: Sending

Sending a campaign can be done 2 ways. By using "Is Live" or "Send Now"

A. Sending via "Is Live"

Choose this option if you want to:

• Create a Master or Stand Alone Campaign so that when a patient meets the filters required, your database sees this and sends the Campaign.
• When you want to trigger a campaign to go out during a future time frame.
• Campaigns that have "Child" or "Subsequent" campaigns are attached for auto triggering.

This step is crucial! When you are pleased with your campaign design (after testing),  you MUST select "Is Live" for your campaign to run.

If you are just putting your campaigns together at this time and are not ready to send, that is totally fine. You will not select "Is Live" until you are ready for the system to start performing the comb through and send to patients that meet the criteria.

1. Select your campaign and Hit Edit

2. Make sure box is selected for "IS LIVE" and Save

Done!!!

Please keep in mind:

If you are sending a Mass Email Blast to everyone in the clinic and only want it to run for a specific amount of time you MUST use the send between dates in Step 2 so the campaign will stop or you will be required to edit your campaign and uncheck the "IS LIVE" box to stop the campaign because the system WILL continue to comb through the software and if it finds a patient that DID NOT receive the campaign it WILL go to them.

This situation would apply when notifying patients you will be out for the holidays or a similar situation.

Lastly, your campaign may not be triggered instantly as the database does a behind-the-scenes comb through every 4 hrs and dependent on when the last one was done, will depend on when the next comb through will take place.

B. Sending via "Send Now"

Please Note: There are two options for Sending, so please look at Step 6a "Is Live" & 6b "Send Now" to determine which you want to choose. 

Choose this option if you want to:

• Send your Email communication out NOW.

This is a great tool when wanting to remind a patient/lead of an upcoming event on the same day as the event.

This will only appear if you select the "Send Now" button. When this window appears, you will see every patient that fell within the Filter criteria. Each patient's name will have a box with a check inside.

If you happen to see a patient this campaign should NOT be sent to, simply un-check the box to the left of the patient's name and select SEND NOW to send your campaign.

Once your campaign has been sent, you will receive a pop-up that indicates when the campaign will send. Select Ok and close out of the campaign screen.

 

 

Verifying a Campaign has been sent:

To verify, you will Go to Admin → Email settings

 

You will click on the Message Queue Tab to see all campaigns queued or Sent.

If a Campaign shows the Queued status, it will change to Sent once the software has sent out the Campaign.

Emails and Text Campaigns will display in this queue.

 Once received, your patients will have the ability to respond back via email or text, depending on how the campaign was received, by simply hitting reply. Those messages will be received in your email inbox of the email address and text response number provided to support during setup.

Tips and Tricks:

• Creating a Referral Source within Admin>Referral Source and tying that Referral Source to the patient's file, info tab can aid in a number of situations where certain patients need to be excluded from campaigns or need to be set apart from others to be marketed to differently.

If you need further clarification, would like some additional instructions on how to create your campaigns, or if your campaign feature is not working properly, please contact support at:

• Email- [e-mail]
• Phone- 909-378-9514
• Live Chat- Access the support portal button within the software and selecting chat now in the bottom right corner.