Customizing and Sending Campaign Emails

Last updated: December 5, 2025
Author: ArtistHub Team

Learn how to customize your email content, personalize messages, and send campaigns to recipients.

> Note: Make sure your Gmail account is connected before sending campaigns.

---

Accessing Customize & Send Page

To customize and send a campaign:

From the Campaigns list, click "Customize & Send" on a campaign

Or click the campaign name and select "Customize & Send"

You'll see the campaign customization interface with several sections.

---

Understanding the Interface

The Customize & Send page has three main sections:

1. Campaign Steps Sidebar

- Shows all campaign steps

- Click a step to activate it

- Active step is highlighted

- Displays step status and send counts

!Campaign Steps Sidebar

Caption: Sidebar showing all campaign steps with status indicators

2. Email Content Editor

When a step is selected:

- Subject Line: Editable email subject

- Content Editor: Rich text editor (Quill)

- Variables: Available variables shown below editor

- Preview: See how the email will look

!Email Content Editor

Caption: Rich text editor with toolbar and variable buttons

3. Recipients Table

Shows all recipients for the campaign:

- Checkboxes: Select individual recipients

- Contact Info: Name, email, organization

- Latest Step: Shows the last step sent to each recipient

- Status: Sent, Not Sent, Failed

- Actions: Individual send, remove, view details

!Recipients Table

Caption: Recipients table with status and action buttons

---

Customizing Email Content

Using the Rich Text Editor

To edit email content:

Select a step from the sidebar

The editor loads the step's content

Edit using the toolbar:

- Bold, Italic, Underline: Text formatting

- Headers: H1, H2, H3

- Lists: Bulleted or numbered

- Links: Add hyperlinks

- Images: Insert images (URL)

- Colors: Text and background colors

!Rich Text Editor Toolbar

Caption: Rich text editor toolbar with formatting options

Using Variables

Variables are replaced with actual data when sending:

- Type variable names: {contact_name}, {contact_email}

- Or click variable buttons below the editor

- Variables appear in green when recognized

Available Variables:

- {contact_name}: Recipient's full name

- {contact_email}: Recipient's email address

- {contact_salutation}: Formal salutation (Mr./Ms./Dr.)

- {campaign_name}: Name of the campaign

- {client_name}: Associated client name (if applicable)

!Variables in Editor

Caption: Variable buttons below the editor for easy insertion

> Tip: Use variables to personalize your emails and increase engagement.

Personalization

Each recipient can have personalized content:

Click "Personalize" next to a recipient in the table

Edit content specific to that contact

Personalization overrides default content

!Personalization Modal

Caption: Personalization editor for individual recipients

---

Sending Emails

Individual Send

To send to a single recipient:

Select a recipient from the table

Click "Send" button in the Actions column

Email is sent immediately

Status updates in real-time

!Individual Send Button

Caption: Send button in the Actions column

Bulk Send

To send to multiple recipients:

Select multiple recipients using checkboxes

Click "Bulk Send" button (top of table)

Progress bar shows sending status

Success/failure counts displayed

Individual results shown for each recipient

!Bulk Send Progress

Caption: Bulk send progress bar with success/failure counts

Bulk Send Features

- Progress Tracking: Real-time progress bar

- Batch Processing: Sends in batches of 5 for efficiency

- Error Handling: Failed sends are reported individually

- Duplicate Prevention: Won't send same step twice to same recipient

> Warning: Large bulk sends may take several minutes. Don't close the page during sending.

---

Recipient Management

Adding Recipients

To add recipients to a campaign:

Click "Add Recipients" button

Search for contacts

Select contacts to add

Click "Add Selected"

!Add Recipients Modal

Caption: Modal for searching and adding recipients

Removing Recipients

Individual Remove:

Click "Remove" in recipient's Actions column

Confirmation dialog appears

Recipient is removed from campaign

Bulk Remove:

Select multiple recipients

Click "Bulk Remove" button

All selected recipients are removed

> Note: Removing a recipient doesn't delete them from your contacts, only from this campaign.

Filtering Recipients

Use the filter dropdowns:

- Status Filter: All, Sent, Not Sent, Failed

- Level Filter: A, B, C (for organization level)

- Search: Search by name or email

!Recipient Filters

Caption: Filter dropdowns for recipient table

---

Step-Level Sending

Understanding Step Context

- The active step determines which email is sent

- Base campaign (Step 1) sends the initial email

- Step 2, 3, 4... send follow-up emails

- Each step can only be sent once per recipient

Switching Steps

Click a step in the sidebar

Step becomes active (highlighted)

Recipients table updates to show step status

Send buttons now send that step's email

!Step Switching

Caption: Active step highlighted in sidebar

Step Status Indicators

In the recipients table, "Latest Step" column shows:

- Badge with Number: Last step sent (1, 2, 3...)

- "Not Sent": No emails sent yet

- Truncated Title: Step title (first 10 characters)

---

Troubleshooting

Problem: Email not sending

Solution:

- Check Gmail connection status

- Verify recipient email addresses are valid

- Check error messages in bulk send results

Problem: Bulk send shows "0 successful"

Solution:

- Check if emails already sent (duplicate prevention)

- Verify recipient email addresses

- Check Gmail API quota limits

- Try smaller batches

Problem: Variables not replacing

Solution:

- Use exact variable syntax: {variable_name}

- Variables are case-sensitive

- Check recipient has the required data

---

Related Articles

- Creating Your First Campaign

- Multi-Step Campaigns

- Campaign Tracking and Analytics

- Campaign Best Practices

---

Was this article helpful? [Yes] [No]

Need more help? Contact Support