Manage recipient list

Mailing list management can be found under the menu item Recipients. Here you can manage all your mailing lists, update their content, view details about individual recipients including their complete history, search the lists and filter lists using queries.

• Mailing list management
• Creating a mailing list
• Recipient filtering
• Managing recipients
  • Manually adding recipients
  • Manual recipient import
  • Recipient status
  • Engagement skóre příjemců
  • Recipient history

Mailing list management

The recipient lists are divided under the following tabs:

• Active – mailing lists that were updated or used in campaign in the last calendar month.
• Unused – mailing lists that were not updated or used in campaign in the last calendar month.
• Disabled – mailing lists that were manually disabled (using Disable button, which is located in the row for each list). No campaign will be sent to disabled mailing list.
• All – all mailing lists available in the system.

icon is used to search for a specific recipient. After clicking on the icon, you can choose whether to search by email address () or by mobile phone number () stored in the “Mobile” field on the recipient's detail.

You need to enter the recipient's full email address/mobile phone number in the search field. You can use “*” to search by partial match – for example, on the basis of the entry *@gmail.com all recipients with a mailbox on gmail.com will be searched, on the basis of the entry +420777* all recipients whose telephone number starts with +420777 will be searched.

Moving the mouse pointer to a line belonging to a particular campaign will display additional options for working with the list:

• Enable/Disable – clicking the Enable/Disable button enables or disables the respective mailing list. You can not send any campaign to a disabled mailing list.
• Delete – removes the mailing list from the system. Deletion will be permanent and along with mailing list, some statistical & historical data of recipients will be removed depending on whether the recipients exist in other lists or not.

 

Click theicon to display reports for a specific recipients list.

By clicking on theicon, it is possible to edit the name and description of the recipients list.

The recipients list is opened by clicking on its name or on the number of recipients contained in it.

Creating a mailing list

A new list of recipients is created by clicking the button Add new list. A form will appear in which you will fill in the name of the new recipient list (name of the mailing list is public and may show up in automatically generated UTM tags for Analytics) and optionally its more detailed description (which is only visible in the platform). After clicking on the Save button the list will be created and individual recipients can be stored in it.

TIP!

Try to keep a limited amount of mailing lists and do not create a new list for each campaign. In most cases one mailing list will be enough. For example if you have 2 country sites, have two lists – one for each country.

Keep in mind that campaigns can be sent to multiple mailing lists as well as subset of a list matching a delivery capping condition.

Managing recipients

Add recipient

A quality and maintained database of recipients is the key to success. There are multiple ways how to add recipients to mailing lists. It could be done automatically (recipient import), manually (inserting recipients one by one), but the most recommended method to automate mailing list recipient data updates is using data sources.

However, it is always necessary to keep in mind that business messages can only be sent to recipients from whom you have verified and verifiable consent (so-called double-opt-in) or to existing customers.

Mailkit can also generate subscribe forms that you can place on your website to allow visitors to sign up for your newsletters. In such case your signup process will be completely handled by Mailkit – from collecting the address, sending a confirmation email, tracking cofirmation and consent records to adding confirmed recipients to the lists.

Manually adding recipients

First, you need to open the list of recipients to which the new recipient is to be entered - either by clicking on its name or on theicon next to the number of recipients contained in it. After opening the list of recipients, click on the Add recipient button and the form for filling in the data about the entered recipient will be displayed.

This form contains all the information that may be available to the recipient on the system. These include personal information (such as name and gender), contact information (such as email and phone), address and up to 25 custom fields, which allow you to store all relevant information about the recipient to power your personalization and targeting.

 

 

 

 

The names of these custom fields can be changed. You can change the custom field name in any recipient detail window by clicking on the field title. Change of the custom field name will affect the whole mailing list.

The custom field names will be automatically preset from the heading name when importing recipients from data source or from a column title in case of importing from a CSV/XLS file.

Keep in mind that setting your own names for custom fields can help you find the right data not only in the list itself but when using advanced features like delivery capping. In case you will be using custom fields within content, templates and conditions, you will still have to refer to these fields using their custom field number, eg. [CUSTOM1] or recipient. CUSTOM1.

Recipient status

Mailkit distinguishes 5 status types of a recipient.

• Unknown (/)– the default status of the recipient in the mailing list. This status means that there is no single verified information about the existence of this recipient. Either no campaign has been sent yet or the recipient didn't read it or didn't click on any links.
• Active (/)– recipient with an active status has a verified existence. The recipient either received an email and the hidden tracking image was displayed in his browser to provide proof of his existence or clicked on a link in the received email.
• Unsubscribed ()– the recipient has unsubscribed from the mailing using a link in email, marked email as spam or other method of unsubscribe has been used. No future campaign will be sent unless it would be a transactional message.
• Temporarily undeliverable (/)– recipients with this status could not receive a message because their mailbox is temporarily out of service (but exists). Most common case reason for this status is a full mailbox. If the recipient is temporarily unavailable three times in succession, it will become permanently undeliverable.
• Permanently undeliverable ()– the recipient's mailbox is permanently out of service (does not exist). Mailkit no longer attempts to send any further messages to these addresses.

Recipient history

Cliking theicon in the recipient's row will display a complete recipient history for the last calendar year – information about all sent campaigns, their respective subject lines and content and the recipient's responses – whether the recipient opened the campaign, clicked links, type of user agent used, etc.

Created: date of recipient record creation.

Last update: last time the recipient record has been updated (record can be updated using a data source, import, manual editing or by recipient's action in an email).

Consent date: date a consent has been recorded (if any).

Consent source:

• N/A – consent not available
• Subscribe – consent recorded via an API function mailkit.mailinglist.adduser
• Subscribe (form) – consent recorded using standard Subscribe form.
• Revalidate (form) – an unsubscribed recipient resubscribed using Subscribe form.
• Link in mail – consent has been registered through a confirmation link in mail by a CONFIRM_URL function.
• API revalidate – an unsubscribed recipient resubscribed using mailkit.mailinglist.adduser.
• API 3rd party – consent has been recorded by a 3rd party and passed on using the mailkit.mailinglist.adduser function.

Last sent: date of last delivery to recipient.

Status: current recipient status.