Global Email Campaigns for Corporate Groups

Global email campaigns can be set up for corporate group clinic admins as a way to send a campaign on behalf of multiple clinics at once! 

Table of Contents:

• How to get started
• Creating a new global campaign 
• External Booking URL Merge Tag
• Phone Number Merge Tag
• Email Campaign Recipients
• How to upload Custom Lists
• How to test your global campaign

How to get started

In order to get started, specific clinic admins must be updated as 'Organization Admins' by the Otto Support team. To see who is an Organization Admin in your clinic, navigate to your Flow Settings > Team page:

Creating a new global campaign 

Step 1: Navigate to Email Campaigns in Flow and select the All Clinics tab. Select Create New to begin creating your global campaign.

Step 2: If you’re using an image created in Canva or another tool, select the Blank Template option.

Step 3: Drag and drop the Image option in the campaign builder.

Step 4: Click into the image block to open the image editor

Step 5: Upload the image you’ve created for your campaign

External Booking URL Merge Tag

To add the {{externalBookingLink}} merge tag to an image, click on the image in the email builder, navigate to the Action section, ensure "Open Website" is selected in the dropdown, and type {{externalBookingLink}} in the URL section. This will make your image clickable and take clients to each clinic’s unique booking URL.

Phone Number Merge Tag

To add the {{externalPhoneNumber}} merge tag to an image, click on the image in the email builder, navigate to the Action section, ensure "Call Phone Number" is selected in the dropdown, and type  {{externalPhoneNumber}} in the URL section. This will make your image clickable and allow clients to call each clinic’s unique phone number.

Email Campaign Recipients

When you're happy with how your email campaign looks and what options it will give the clinic's clients, Save and continue to the final page to set a subject line, choose recipient criteria and a reply to. 

Global email campaigns will automatically identify all of the selected clinic's clients that have had an appointment in the last 18 months or have an appointment scheduled in the future. That is our criteria for "Active Clients". You have the option to Filter All Clients by appointment date, pet species and pet age.

You have the option to specify which clinics you would like to email on behalf of in your campaign. The builder can offer the ability to send from all clinics in your organization or Filter Clinics by preference. 

Note: To avoid having to set these up each time, use Saved Filters to quickly save a set of clinics you regularly send email campaigns on behalf of.

Lastly, you have the option to set a Reply-To for your campaign. Important note: The email address entered here would have to be one that is monitored for all clinics in your campaign. Said another way, it's not possible today to set unique reply-to email addresses for every clinic. If this option is used, it must be an email address that can support replies from your selected clinic's campaigns. 

You can also leave this option blank and if a client replies to your global email campaign, they will see:

How to upload Custom Lists

Organization Admins can click into the upload box or drag and drop the correctly formatted CSV files into the upload box to begin the upload.

Files can be uploaded one at a time, or with multiple files added at once.

Upon initial upload each file will be checked across the selected clinics to determine which client in each list is a valid recipient for the campaign. The number of valid and invalid recipients will show beneath the list name.

Once uploaded, you can download the list to see the reasons for any invalid recipients.

• The email is not associated with any active client records.
• The client does not have an active pet.

If a list is uploaded, and there are not matching clients in all of the selected clinics, we’re going to show a banner specifying which clinics do not have clients within the uploaded lists

Client Matching:

Duplicated clients on a list will result in the client only receiving the email once for the clinic they belong to.

However, if the same client email exists across multiple clinics included in the campaign, we will not be deduping these. They would be expected to receive an email for each of the clinics they exist in as a valid client eligible for the campaign.

How to test your global campaign

Selecting the 'Send Test Email' option will awknowledge how many clinics are selected and allows you to send a test email to yourself, or another team member, on behalf of each clinic selected in your criteria:

Example:

1. On the final step of the global builder, select 5 clinics under the organization
2. Navigate to send a test email and send one to yourself
3. See that you received 5 different test emails, all showing from the 5 selected clinics

All done! If you have any questions or confusion, please reach out to your Customer Success Manager or the Otto Support team at support@otto.vet!