ResourcesKnowledge Base

Manage recipient list

Manage your lists of recipients, individual recipients and their statuses.

Recipient management is located in the main menu under Recipients.

The recipient lists are divided under the following tabs:

  • Active - the active lists of recipients were edited or campaigned in the last calendar month.
  • Inactive - inactive lists of recipients in the last calendar month were not edited and no campaign was sent to them.
  • Offline - Offline lists of recipients are those that have been manually disabled (the Shut Down button, which is located in the row for each list). Only one campaign will be sent to deactivated recipient lists.
  • All - all recipient lists that the database contains.

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

  • On / Off - click on the Off / On button to turn off or on again to turn on the appropriate list of recipients. You can not send any campaign to the list of recipients off.
  • Recipients - displays the individual recipients that belong to the appropriate list. You can also see the recipient by clicking the recipient list name.
  • Edit - allows you to edit the name and description of the recipient list.
  • Delete - removes the list of recipients from the database. This deletion will be permanent and together with the recipient list, all statistics and recipient data (such as logout) will be removed.

Create a list of recipients

A new list of recipients is created by clicking the button Add a new list. A form will appear in which you will fill in the name of the new recipient list, its more detailed description and click on the button Save.

The newly created list of recipients will be displayed in the report.

Add recipient

There are two basic ways to add a new recipient to the list: automatically (bulk import) and manually (inserting recipients one at a time).

In addition, it is possible to automatically retrieve current information about recipients using data sources.

Mailkit can also generate login codes that you can place on your website to allow visitors to sign up for a mailing list.

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 the Recipients button in the appropriate row for a specific list. When the recipients list is opened, the Add recipient button is clicked and a form will be displayed to fill in the details of the recipient.

This form contains all the information that may be available to the recipient on the system. I am going to downgrade my personal information (such as name and gender), contact information (such as email and phone), address and also my own information (up to 25 arbitrary fields).
The most important details of the recipient are its email address (without a valid email address, the recipient will not be recorded in the database) and its status (see Beneficiary Status below). Other details can be used, for example, to personalize your campaigns - to make the campaigns more specific.

Recipient status

Mailkit distinguishes 6 levels of status recipient.

  • unknown- the primary status of the recipient listed in the list of recipients. This state means that there is no single verified information about the existence of this recipient. Either one campaign has not yet been sent or was, but the recipient did not read it or even click on a link.
  • active - recipient with an active status has a verified existence. The recipient either received the email and the hidden tracking image was displayed in his browser to provide proof of his existence or to click on the link in the email he received.
  • unsubscribed - the recipient received an email in which he clicked the link to unsubscribe from the recipient list. No other future campaign will be delivered to him.
  • temporarily unavailable - recipients with this status could not receive a message because their mailbox is temporarily out of service (but exists). If the recipient is temporarily unavailable three times in succession, it becomes permanently unavailable.
  • permanently unavailable - the recipient's mailbox is permanently out of service (does not exist). Mailkit no longer attempts to send any other campaigns to these addresses.
  • inactive - this is the only recipient state that does not specify Mailkit automated but which the user has to determine by itself. For example, this recipient state is used to filter recipients within the list. Campaigns are not sent to inactive recipients.

Filter recipients

The Recipient Filtering feature allows advanced work with recipient lists. Under simple conditions, recipients will be selected to be able to continue working (eg create a new list of recipients, modify data, copy, move, or delete). Filters can be applied to one, several or all of the recipients lists listed in the Mailkit account.

To create a new filter, click the button first Filter recipients, which is under the list of recipients. The form in which the filter rules will be created will be displayed.

  • Used lists - from the drop-down list you choose which list or lists to apply to the filter. Use Ctrl to select multiple lists.
  • Filter by - from the roller strip is selected, according to which the details given in the details of the recipients will be carried out by a filter.
  • Condition - it will be selected from the Roller Bar if the above selected data will be equal, will not be equal, contain, will not contain, be smaller, or larger than the value listed below.
  • Value - the resulting filter value is determined. The value is selected either from the Roller Bar (in case of unchanging values - eg status), or it is written to the text box (for variable values - eg email).

The rule is created by clicking the Add New Rule button. The created rule will appear in the Active Rules listing.
When creating multiple rules, proceed likewise. Creates the conditions, chooses whether the next rule is to be appended to the previous one using the A or OR operator and clicks the Insert rule button (if it is added to an existing filter) or the Add new rule button (if a new  filter is created).

Once all the rules are inserted, the filter can be applied by clicking the Make Filter button. Subsequently, all the appropriate recipients will be displayed, which will be further processed.

The recipient can be further processed as follows:

  • If only selected recipients are to be further processed, these recipients are marked in the checkbox. If all recipients are to be further processed, it is not necessary to mark them all, but this is selected from the roller bar at the bottom of the form.
  • Subsequently, the activity in the roller skeleton will be selected for what action to be taken with the recipients. The choice is:​​​​​​​
    • copy - copies the recipient to an existing list
    • move - move the recipient to another list
    • delete - removes the recipient from the database (any data obtained about these recipients will be removed)
    • set the value - collectively sets recipients to the same value for any variable (variable and its value selected arbitrarily)​​​​​​​
    • copy to a new recipient list - copies it to a new recipient list (and creates a new list)

The entire recipient filtering process is completed by clicking the button Process records.