Communications

Mass Emails

Send targeted mass emails to families and users in Campium, including filters, scheduling, marketing flags, attachments, and basic delivery stats.

Access the Mass Emails page

Open the Mass Emails tool from the main navigation.

Go to Communication → Mass Emails.
The Mass Emails list opens, showing all your active mass emails.

Add the Mass Emails page to your browser bookmarks or admin shortcuts so you can jump back to it quickly when you need to send updates.

Understand the Mass Emails list

The Mass Emails list helps you review past emails, manage drafts, and track performance.

Key parts of the list:

Columns
- Subject – The email title and main link to open or edit the email.
- Status – One of:
  - Draft – Not sent yet; still editable.
  - Scheduled – Set to send at a future date/time.
  - Sent – Fully sent to all selected recipients.
  - Auto-Sending – Ongoing email that automatically sends to new users who match its recipient filters.
- Stats – At-a-glance performance:
  - Sent – Number of messages sent.
  - Opened – Number of unique opens.
  - Open rate – Percentage of sent emails that were opened.
- Date Created – When the email was first created.
- Date Sent – When the email actually went out (for Sent emails).
Filters
- Active / Archived – Switch between active emails and archived history.
- Quick filters: All, Sent, Scheduled, Drafts, Auto-Sending for fast status-based views.
Common actions
- Open / Edit – Click the Subject to open the email composer and edit settings, recipients, or content.
- Copy – Duplicate an existing email to reuse content and recipient filters.
- Archive / Unarchive – Hide older emails from the Active view without deleting their stats or logs.

Use these tools to keep your communication organized and to quickly find past campaigns.

Create and send a new mass email

Use these steps when you want to send a new communication to a group of families or users.

Start a new email

From Communication → Mass Emails, click New Email.
The email composer opens on the Settings tab with a new Draft.
The status stays as Draft until you send now or schedule it.

Complete the Settings tab

Fill in sender details, subject, and content.
Choose whether this is a marketing email and set when it should send.
Optionally add attachments such as PDFs or images.

You can find details on each field in the Email settings reference below.

Choose recipients

Go to the Recipients tab.
Build or select filters to target the right families or users.
Confirm the recipient count before sending.

If you skip this step, Campium warns you that no recipients are selected.

Test and preview your email

On the Settings tab, use Send Test Email to send a copy to yourself or a colleague.
Use Preview Email to see how the email will look in a typical inbox.

Confirm that links, merge fields, and formatting look correct before sending to families.

Send or schedule the email

If you want to send immediately, leave When To Send blank or set it to the current time, then click Send Now.
If you want to send later, set When To Send to your future date/time. The email shows as Scheduled until it is sent.
For emails using dynamic filters, you may see Send To Updated Recipients when filters or recipients change.

After sending, the email moves to Sent (or continues as Auto-Sending if you enabled auto-send).

Before you send, double-check both the recipient count and the When To Send time. Mass emails cannot be unsent once they have gone out.

Composer tabs: Settings, Recipients, Logs

Use the tabs at the top of the composer to move between content, audience, and history.

The Settings tab controls the content, sender information, timing, and core email options.

Typical tasks on this tab:

Set the From name and address.
Enter the Subject line.
Pick a Template and edit the message body.
Mark the email as a Marketing Email (to include an unsubscribe link).
Configure When To Send, test sends, and previews.
Add Attachments if needed.

See Email settings reference for field-by-field details.

Email settings reference

Use these field descriptions as a quick reference while you work on the Settings tab.

From (required)

Display name and email address that appear to recipients as the sender. Use a recognizable camp address so families trust and recognize your messages.

Subject (required)

The email subject line shown in recipients' inboxes. Keep it clear and specific, for example, Session 2: Bus Schedule and Packing List.

Template (optional)

Optional layout or content template to start from. Choose a template to reuse a standard header, footer, or structure, then edit the message body as needed.

Marketing Email (optional)

Set to Yes for promotional or marketing-style emails. When you mark an email as marketing, Campium adds an unsubscribe link for compliance and recipient preferences.

Use Marketing Email = Yes for newsletters, promotions, or announcements families might want to opt out of. Use No for strictly operational notices where unsubscribes are not appropriate.

Select a date and time to schedule the email. If you leave this blank or set it to now, the email sends immediately when you click Send Now. If you pick a future time, the email shows as Scheduled until that time.

Auto-send Emails To New Matching Recipients (optional)

When set to Yes, Campium continues sending this email automatically to any new users who match the recipient filters in the future. The email status changes to Auto-Sending and remains active until you disable or archive it.

If you enable Auto-send Emails To New Matching Recipients, treat this email like an ongoing campaign. Review the filters carefully so new families do not receive outdated content.

Attachments (optional)

Upload files to include with your email, such as JPG or PNG images, PDF documents, or QuickTime videos. Each file can be up to 10MB, and you can upload multiple files per email.

Work with recipients and filters

The Recipients tab is where you decide who receives your message.

Dynamic filter builder
- Add one or more conditions (for example, enrolled in a session, outstanding balance, camper age).
- Combine filters to narrow down to exactly the group you need.
- Save filters you use frequently so you can apply them quickly to future emails.
Saved filters
- Apply previously saved audience definitions in a single click.
- Useful for regular sends like "All current-season families" or "Staff members."
Show all users
- Use the option to display all users when you truly mean to send camp-wide.
- Combine with additional filters if you start broad and then refine.
Recipient count and list
- Review the record count displayed for your current filters.
- Click View Recipients to see the list of individual recipients when you need to verify who will receive the email.

Always check the recipient count and, when sending to a sensitive group, use View Recipients to spot-check the list before sending.

Campium shows a warning on the Recipients tab if no recipients are set. Resolve this warning before you test, schedule, or send the email.

Sending, testing, and resending

Use these actions in the composer to control how and when your email goes out.

Send Test Email

From the Settings tab, click Send Test Email.
Enter one or more test addresses (often your own or staff).
Review formatting, links, and merge fields in a real inbox before sending to families.

Preview Email

Click Preview Email to see how the email looks on screen.
Use this preview to catch spacing issues, long subject lines, or missing content.

Send Now vs scheduled send

Send Now
- Use when you are ready to send immediately.
- Works best when When To Send is blank or set to the current time.
- After you confirm, the email status becomes Sent and stats begin to update as recipients open it.
Scheduled
- Set When To Send to a future date and time.
- The email status shows as Scheduled on the list page.
- Campium automatically sends the email at the scheduled time; you can usually edit or cancel it while it is still in Scheduled status.

Resend to non-openers

For some emails, Campium offers a Resend to non-openers option after the initial send:

Available when enough data is present to identify who did not open the original email.
Sends a follow-up only to recipients who did not open the first message.
Useful for reminders about forms, payments, or upcoming dates.

Use the Logs tab and Stats on the list page to decide whether a resend is necessary.

Attachments best practices

Attachments help you share detailed information such as schedules, forms, or flyers.

Keep in mind:

Supported file types:
- Images such as JPG or PNG for visual materials.
- PDFs for documents, forms, and handouts.
- QuickTime videos for short clips.
Size limit:
- Each attachment can be up to 10MB.
- If you have multiple large files, consider linking to a shared folder or website instead of attaching everything.

Check that attachments open correctly from your Send Test Email before you send to families.

After sending: stats and logs

Once your email is sent (or auto-sending), monitor performance from the list and the Logs tab.

On the Mass Emails list, review:
- Sent count, Opened count, and Open rate.
- Status to confirm the email is Sent, Scheduled, Draft, or Auto-Sending.
On the Logs tab, drill into:
- Individual recipients and whether their email was sent and opened.
- Time Sent to confirm when the system delivered the message.

Use these insights to refine subjects, sending times, and audiences for future emails.

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