Mass Emails

Send targeted mass emails to families and users in Campium, including filters, scheduling, live delivery progress, attachments, and performance stats.

Access the Mass Emails page

Open the Mass Emails tool from the main navigation.

Go to Communications → 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 (the badge can include the scheduled date).
  - Sent - Fully sent to all selected recipients.
  - Auto-Sending - Ongoing email that automatically sends to new users who match its recipient filters.
  While a send is still running, the Status column can also show a live chip: Preparing…, Sending X of Y, or Did not send (if Campium could not build the recipient list).
- Opens / Sends - At-a-glance open and send counts for emails that have gone out. Drafts and unsent rows show Not sent.
- Date Sent - When the email went out. Unsent rows show Not sent.
Filters and search
- Status buttons: All, Sent, Scheduled, Drafts, Auto-Sending.
- Active / Archived dropdown to switch between active emails and archived history.
- Search subject or body... to find emails by text in the subject or body.
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.
- Delete - Remove an email you no longer need.
- 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 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 Communications → 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.
If the email will send people to register, use Campaign tracking to generate a tracked registration link (see Track registrations from a mass email).

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.
Use Campaign tracking to generate a tracked registration link for this email.

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

Track registrations from a mass email

Use Campaign tracking on the Settings tab when the email should send people to register and you want clicks and signups attributed to that send.

Open the email from Communications → Mass Emails.
On the Settings tab, save the email if it is still unsaved.
Under Campaign tracking / Registration link, click Generate campaign link.
Choose Website or Parent portal, then click Insert into email (or copy the link).
If you have access to Campaigns, open View campaign results to review performance.

Parent portal links track without website code. Website links require the website tracking code. Full campaign setup is covered in Campaigns.

Review send and campaign stats

After you send an email, open it from Communications → Mass Emails and stay on the Settings tab. Summary cards appear at the top:

Sent - How many recipients received the message.
Opened - How many unique recipients opened it, with the open rate percentage underneath.
Time Sent - When the email went out.

If you generated a campaign link for that email, two more cards appear:

Clicked - How many different visitors used your tracked link. The line under the number shows total clicks (for example, 12 total clicks).
Registered - How many people who clicked the link finished registering. The line under the number shows total registrations. Hover the info icon for the matching rule: a registration counts when someone who clicked your link finishes registering within 30 days on the same device. If they clicked links from more than one campaign, the registration counts toward each.

Use View campaign results under Campaign tracking when you need the full campaign analytics page. The Mass Emails list Stats column still shows opens and sends only.

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.

BCC (optional)

Enter one or more email addresses to blind-copy on the send. Recipients on the To line do not see the BCC addresses. Use this to keep an internal mailbox, a colleague, or an archive address on record for the message without exposing them to families.

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.

Template Library

Template Library lets you browse and select email templates by visual preview instead of relying only on the Insert Template dropdown.

What Template Library does:

Visual previews — See thumbnail previews of all available templates in one modal.
Click to use — Click any template thumbnail to insert that design into your email body.
My Templates first — See your organization's templates at the top, followed by system templates.

Open Template Library while composing

Go to Communication → Mass Emails and create a new email or open an existing draft.
On the Settings tab, find the Insert Template dropdown above the email body.
Click the Template Library button (grid icon) next to the dropdown to open the visual template browser.

Browse and insert a template

In the Template Library modal, scroll through thumbnail previews to compare layouts and designs.
Look at the My Templates section at the top to quickly find templates created for your organization.
Click a template thumbnail to insert that template into your email body and then edit the text before sending.

Browse templates from Admin

From the main navigation, go to Admin → Email Templates.
Use this page when you want to review or plan templates outside of a specific mass email.
Open or edit templates here so they are ready the next time you use the Template Library in a mass email.

Use Template Library when you want to choose a template by how it looks. If you prefer, you can still pick from the Insert Template dropdown; both methods insert the same underlying template into your email.

Show Default Header (optional)

Toggle that controls whether your default invoice header appears at the top of the mass email. If you set this to Yes, Campium adds your default invoice header, including logo, above the email content so the message matches your official documents.

Use this when you want the email to look more formal or transactional, such as billing notices or policy updates.

Turn on Show Default Header and use Preview Email or Send Test Email to confirm the header and body work well together, since the header can change spacing and overall layout.

Toggle that controls whether a login button is added to the email. Set this to Yes when the message asks families to sign in and take action, such as completing a form or making a payment, so recipients get a clear button that takes them straight to their portal login.

AI Rewrite

Above the email body you have an AI Rewrite button. Use it to have Campium revise the wording of your draft, then review the result and edit as needed before sending. It changes only the message body, not the subject, recipients, or send settings.

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.

When To Send (optional)

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.

Send times shown on the composer, the Mass Emails list, and the Logs tab are displayed in your configured send timezone, not in each recipient's local time. Set your scheduled time against that timezone.

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 (Yes, Send!), Campium queues recipients, then delivers messages in batches. You can leave the page; delivery keeps going.
- On the Settings tab, a Sending this email panel shows progress while the send is in flight:
  - Preparing recipients - Campium is still building the recipient list. No X of Y count yet.
  - Delivering - Shows X of Y messages delivered, plus tallies for failed and skipped when those apply.
  - Retry N failed - Requeues only failed delivery rows. Opted-out, archived, and already-emailed (skipped) recipients stay skipped.
- If the queue job fails before any messages go out, the panel shows This email did not send. Check the Recipients tab, then send again.
- Very large recipient lists may need a second Send Now click to finish queueing. A red message on the Settings tab explains that more recipients were queued, that those messages will still send, and that you should click Send Now again to queue the rest. Recipients already queued are not emailed twice.
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.

While delivery is in progress, the performance funnel (How this email performed) stays hidden so the page shows one send readout at a time. After delivery finishes, the funnel returns with Sent, Opened, and related metrics.

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 composer.

On the Mass Emails list, use Opens / Sends and Date Sent for a quick read.
While a send is still delivering, open the email to watch the Sending this email panel, or watch the live Sending X of Y chip on the list.
After delivery finishes, the composer Settings tab shows How this email performed (Sent, Opened, and campaign click metrics when tracking is on).
Use the Logs tab for per-recipient delivery detail (timestamps, Already emailed, Failed, Pending, and related statuses).

Use these tools to decide whether to resend to non-openers or adjust your next campaign.

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