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Creating Your First Campaign

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[Navigation] Utilities > Campaign Builder

[Accordion] Overview

Campaign Builder allows you to create and send clinic-wide communications to your patients using SMS, Email, and Voice Calls. It is commonly used to share appointment reminders, office closures, schedule changes, and important announcements. You can send messages to all patients at once or narrow your search by applying filters like patient status, programs, or staff assignments.

[Permissions] The staff member must have Administrative Privileges enabled in their Staff Info record to access Campaign Builder [Staff > Staff Info > User Has Administrative Privileges]

[Accordion] Getting Started

Steps to Create your first Campaign

Create and send clinic-wide announcements quickly by customizing your messages and choosing your recipients.

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  • Create your first Campaign by clicking/tapping on [[img:add>>lbl:Add New Campaign]]
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[Q] Step 1: Configure Campaign 

[A] Configure the basic details of your Campaign, including when it will be sent, how it will be delivered, and the message content.

  • Campaign Name (required): Enter the Campaign name
  • Date/Time to Send (required): Choose when you want your communication to be sent
  • Communication Methods (required): Choose the communication method (SMS, Email, Voice Call)
  • Message Substitution Field: Select a field variable to insert into your Message Content that will be swapped out with a patient-specific value when sent
  • Message Content (required): Enter the message text
  • Email Subject Line (required): Enter the email subject (Required when Communication Method is set to Email)
  • Reply-To Email Address: Enter where email replies should be sent
  • Reply To Name: Enter the sender name that will appear in the recipient’s inbox
  • Test Phone (required): Enter a phone number to receive a test SMS or Voice Call and verify your Campaign before it goes live (Required when Communication Method is set to SMS/Voice Call)
  • Test Email Address (required): Enter the email address to receive Campaign test emails (Required when Communication Method is set to Email)

[Q] Step 2: Search for Recipients

[A] Click/Tap on [[img:person_search]] or Status field  to bring the Patient Lookup, where you can add recipients individually or select multiple patients using checkboxes and add them in a group.

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  • Use [[img:select_all>>lbl:Select All]], [[lbl:Selected Client]], and [[img:close>>lbl:Cancel>>bg:#ced4da]] to quickly select all patients, add the selected recipients to your Campaign, or exit without adding any recipients respectively
  • You can also click/tap on [[img:person_add>>lbl:Populate Recipients]] to add all the patients (active/discharged) to the Recipient List

[Q] Step 3: Adjust Recipients List

[A] Click/Tap on [[img:add>>lbl:Add Recipient]] to open the patient lookup, where you can add recipients and update the Recipient List, and use the [[img:delete>>bg:#ced4da]] icon to remove an existing recipient. Click/Tap "Save Campaign" when the Recipient List is populated with the patients you would like to contact.

[Accordion] Testing a Campaign

Using the [[img:task>>lbl:Test Campaign]] button sends a sample version of your Campaign to the test phone number or email address provided, instead of the full Recipient List, allowing you to verify message content, formatting, fields, and selected communication methods. The test is immediately queued for delivery, but may take a few minutes to arrive at your device.

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  • Click/Tap [[img:task>>lbl:Test Campaign]] to send your Campaign announcement to the "Test Phone" or "Test Email Address" you provided in the Campaign configuration details.
  • Click/Tap on [[img:check >> lbl:Yes>> bg:#77bd6c]] to send the message using the entered test contact details, or [[img:close>>lbl:No]] to cancel and return to the Campaign without sending the test
  • If the test content looks as you would like it to, Click/Tap [[img:category>>lbl:Refresh Campaign]] to make the [[img:category>>lbl:Activate Campaign]] button active

[Accordion] Activating a Campaign

Use the [[img:category>>lbl:Activate Campaign]] button to activate your Campaign to be sent to all listed recipients at the date and time you specified when configuring the Campaign. Before sending, a confirmation message appears to inform you that messaging charges will apply based on your configured External Messaging rates, ensuring you review the cost and final recipient list before confirming the send. This step is important as it ensures the message is intentionally sent to the selected recipients, preventing unintended delivery to incorrect or unverified contacts.

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  • Click/Tap [[img:category>>lbl:Activate Campaign]] to activate the Campaign and schedule the message to be sent to all listed recipients at the date and time you have chosen.
  • Click/Tap on [[img:check>>lbl:Yes>>bg:#77bd6c]] to activate the Campaign for all listed recipients, or [[img:close>>lbl:No]] to cancel and return to the Campaign without activating.

[Accordion] Reviewing a Campaign Status

Campaign statuses indicate the current stage of a Campaign within its lifecycle, helping you track its progress from creation to completion. Each status reflects what the state of the Campaign is. You will see options for Draft, Testing, Tested, Live, Completed, and Deleted. These are color coded, making it easy to quickly identify the current Status of a Campaign.

[Accordion] Related Articles

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