Sending an Email Campaign

This article walks you through creating, writing, and sending a one-time email blast to a selected group of patients directly from your Dental Marketing Tool dashboard.

When to Use an Email Campaign

An email campaign is a single message sent to a defined group of patients at one time. It is the right tool when you want to reach a broad audience with the same message: a seasonal promotion, a reminder about a service you offer, a recall notice for patients who have not been in for a while, or a practice announcement. For automated follow-up sequences, explore the patient reactivation tools instead.

Before You Send: Prepare Your Audience

The most important step happens before you write a single word. You need to know who is receiving this email.

1. Open the Contacts tab from the main menu.
2. Use filters or smart lists to narrow your patient list. For example, you might filter by tag, last visit date, or treatment type.
3. Once you have the right group, save it as a smart list so you can select it easily when building your campaign.

Creating a New Email Campaign

1. From the main menu, open the Marketing tab.
2. Click Email Campaigns.
3. Click Create Campaign in the upper right corner.
4. Give your campaign an internal name (something that helps you find it later, like June Whitening Promo). Patients never see this name.

Writing and Designing Your Email

The campaign builder includes a drag-and-drop email editor. You can build your email from scratch or start from a saved template. If your practice already has branded email layouts, see Building an Email Template for how to set those up in advance.

1. Set your Subject Line. Keep it short (under 50 characters) and specific. Tell the patient exactly what the email is about.
2. Set the From Name and Reply-To address so replies reach the right inbox, typically the front desk.
3. In the email body, add your content using the editor. Drag in text blocks, images, buttons, and dividers as needed.
4. Personalize where it makes sense. Use the Custom Values menu to insert the patient's first name so the greeting feels personal rather than generic.

Choosing Your Audience and Sending

1. Once your email is designed, click Next or navigate to the Recipients step.
2. Select the smart list or contact segment you prepared earlier. You will see a count of how many patients are included.
3. Review the count. If the number looks off, go back to your contacts and adjust your filters before proceeding.
4. Choose whether to Send Now or Schedule for a specific date and time. Scheduling is useful if you want the email to arrive first thing on a Monday morning rather than late on a Friday.
5. Click Send Campaign (or Schedule Campaign) to confirm.

Reviewing Campaign Results

After your email goes out, Dental Marketing Tool tracks opens, clicks, and unsubscribes for you. To check your results, return to Marketing, open Email Campaigns, and click on the campaign name. You will see a summary showing how many patients received the email, how many opened it, and which links (if any) they clicked.

Use this data to improve your next send. If open rates are low, test a different subject line. If few patients clicked through, look at whether your call to action was clear and placed near the top of the email.

Ready to reach patients through a different channel? You can run a similar outreach using text message campaigns for faster response rates, especially for time-sensitive offers. You may also want to review the Marketing Overview to see how email fits alongside social posting, ads, and reactivation in a complete practice marketing strategy.