Send an Email Broadcast
Push a one-off email — a newsletter, announcement, or targeted notice — to a chosen audience of contacts in four steps.
Email broadcasts are for one-off sends: a newsletter, a product announcement, a targeted notice to a specific slice of your contacts. You choose the recipients either from an existing list or by filtering contacts on attributes like State/Province, pick a template, and send immediately or schedule for later.
Every recipient gets the same message. Merge variables fill in each person's own details, but the template is one template. When each contact needs a message written for them individually, use Intelligent Outreach from the same menu instead.
The whole flow lives in a four-step wizard at Communications > Email > Broadcasts. By the end you will have a broadcast on its way — or scheduled — with delivery progress, opens, clicks, replies and engagement stats available to track.
Before You Begin
- At least one email template already exists in your account — the wizard selects from existing templates only
- At least one sender is available in the From Sender dropdown (team members or AI communicators defined under Operations > AI Communicators)
- Contacts exist in your account — the audience step shows how many contacts match your selection
- Some of those contacts can actually be emailed: anyone who has opted out of emails, or who has no email address on file, is excluded from the send
Steps
Step 1: Details
Give your broadcast a name (required) — something you will recognize later, like "December Newsletter" or "Product Launch". Add an optional description explaining its purpose.
Then choose the From Sender from the dropdown. Senders are grouped into AI Communicators and Team Members, and each entry shows a name and email address. Every broadcast sends from a single chosen sender.
Step 2: Template
Choose the email template for this broadcast from a searchable card list. Each card shows the template's title, preview text and last-updated date, with a Preview button so you can check the content before committing.
Templates can include contact merge variables (for example, {{contacts.fname}}), so each recipient sees their own details. If you need a new or edited template, create or update it in the email templates area first — the wizard selects from existing templates.
Step 3: Audience
Choose who receives the broadcast. You have two options:
- Use a List — pick an existing list of contacts.
- Filter Contacts — build your audience from filter conditions.
In filter mode, each condition is a field / operator / value row — for example, State/Province Equals Ontario. Conditions are combined with AND logic: contacts must match all of your conditions to receive the broadcast. Add more rows with Add Condition, remove one with the X beside it.
A live count shows how many contacts match. Use Refresh to update it after changing conditions, and Show Contacts to see exactly who qualifies before you send.
The count is the number who will actually be emailed, not the number the filter matched. Contacts who have opted out of emails, or who have no email address, appear in the preview locked — their name struck through, a reason shown beside it, and the checkbox disabled. A note above the table says how many were excluded and why. They are shown rather than hidden so that an audience smaller than you expected explains itself.
Step 4: Schedule
Decide when the broadcast goes out:
- Send Now — the broadcast is sent immediately after you confirm.
- Schedule for Later — pick a specific date and time.
Review the Broadcast Summary, which shows the broadcast name, template, audience, From sender and schedule. Then confirm with Schedule Broadcast.
A confirmation panel opens before anything is created. It states how many contacts will receive the broadcast and what the campaign will cost. A standard email broadcast costs nothing to produce — there is no per-message charge for email delivery — so this is a final check on the audience rather than on your balance. Create & Schedule commits it; Cancel leaves nothing behind.
Result
Your broadcast is on its way — or queued for its scheduled time. Once it is set up you can track delivery progress alongside opens, clicks, replies and engagement stats, with a percentage-complete indicator and the ability to filter the lists.
A broadcast can be paused or cancelled while it is running, from the controls on the broadcast list. It cannot be recalled once delivered — so it is worth using Show Contacts on the audience step to double-check your recipients before confirming.
Tip: Broadcasts send once. If you want multi-step follow-up after the initial send — a sequence of emails over time — use email sequences instead.
Common questions
No. In Filter Contacts mode, conditions are combined with AND logic — a contact must match all of your conditions to receive the broadcast. If you need a broader audience, use fewer conditions, or use a list instead.
No — the template step lets you search, select and preview existing templates only. Create or edit templates in the email templates area before starting your broadcast.
Each broadcast sends from a single From Sender, shown in the Broadcast Summary. If you want a different sender, set up a separate broadcast.
You can pause or cancel a broadcast while it is in progress, but delivered emails cannot be recalled. Review your audience with Show Contacts before confirming.
Because a broadcast only counts contacts it can actually reach. Anyone who has opted out of emails, or who has no email address on file, is excluded. The preview shows them locked with the reason, and a note above the table totals them up.
