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Video Transcript

In this Spotlight Mailer setup video we will be going over how to associate your account, create a contact list, add a subscriber, create a campaign, and send a campaign. These are the basic steps to get you started.

Creating/Linking Your Spotlight Mailer Account

The first thing that we need to do is to login to your LuxSci web mail account, so you'll go to the LuxSci webpage. In the upper right hand corner, click on login. You'll login with your username and password. After you've logged in you're going to want to go under your email menu, head over to your outbound email settings, then down to the option that says Spotlight Mailer. On this page all we need to do is simply enter our password. This will link our web mail account to our new Spotlight Mailer account. Success. Our account has now been linked.

Logging In To Spotlight Mailer

We can open up the Spotlight Mailer URL in a new tab. It may be helpful to bookmark this tab. Just be aware that there's two separate portals. There's the standard LuxSci web mail portal for administering your account access and your email, etc., and then the Spotlight Mailer portal is a separate account for managing your email marketing campaigns, your contact lists and subscribers and so on.

Now we can login to the Spotlight Mailer portal. We use the same credentials, the same username and password. Then this will take us to the homepage of the Spotlight Mailer platform.

Create a Contact List

The very first thing that we want to do is to actually create a contact list. You can either do that by looking down in this widget and click on create one now, or by going up to the contact list menu and clicking on "create a contact list".

Throughout the platform there are small little tool tips in these blue question mark icons. These provide some useful information pertaining to the item that you're working on. If you have any questions as your using the system, these are a great resource to understand a little bit more about what it is that you're working on.

First we'll enter the list name. As it says here, this will appear both internally here as well as on your subscription forms, so it's important to name your lists accordingly. These will be visible by your customers. For this example we'll just call this list customers. Next is the list owner's name. What this is is really the from name on your email campaign. For this we'll just put down "LuxSci Sales." The owner email is the from email address. The reply to is the reply to email address. Generally these are one in the same, but in some circumstances they can be different. For example, perhaps you want it to be no reply and you have an auto-responder tied to this address which sends back an email to the recipient informing them of an alternate way to communicate with you.

You can choose to notify the list owner, basically whether or not you want to receive notification when people sign up or unsubscribe from your contact list. Depending on the size of your list and how quickly your lists are growing, you may or may not want to enable this, but it's very easy to toggle on and off.

Next we have custom fields. These are the default system fields that are tied to a subscriber, basic demographic and contact information. You have the ability to create additional custom fields and you can tie specific custom fields to specific lists. For example, if you want to track the next appointment date for a patient you can create a custom followed to track that and you can associate it with one more of your contact lists.

Next we have visible fields. This just determines what fields are displayed when you're looking at your list of subscribers. Do you want to see their email address? Do you want to see when they were added, their format, their status, whether or not they're confirmed? Perhaps you don't want to see when they were added, or their format, or maybe you do want to see their status. You can customize what is actually shown when you're looking at the list of subscribers.

Lastly is company details. These fields, the system pulls from them. If you're using one of the built-in templates and the footer it will display the company name, address, and phone number that you put in from the contact list. It's not required; it's optional. You can just leave these blank. Once you've completed this page you can hit save.

Adding and Managing Contacts

Now we are on the contact list page. This is where you would have multiple lists displayed. We can add a contact directly to the list here. This allows us to add them one at a time. On the contacts menu you can add the contact. You can also import contacts from a CSV. The simplest way is to add a contact one at a time through the interference here. We can just simply put in an email address. Under the email format, the default is HTML. Typically leave it that way. If you plan on sending plain text only emails you can toggle that to be text, but generally most of the time it's HTML, the default.

Confirmation status. Again, you can toggle over here to get more information. Essentially, subscribers that you've already been in communication with or your patients, they should all have a status of confirmed by default. It basically means that there will be sent emails. If their status is unconfirmed, it means they won't be sent the emails because they've not opted in. Unconfirmed is typically used when you have a double opt-in process for a subscription signup. For example, you have a blog and on that blog is a subscription. People input their email address, they're sent a confirmation, and they need to click that link in order to be confirmed because they need to double opt in. Generally you'll just leave the default of confirmed. This is the only field that's required. These other system fields are optional. We'll hit save to add the subscriber. Success.

The second way to add contacts to the system is through a CSV import. To do that we'll go to the contacts menu and click on import contacts from a file. We'll select the contact list that we want to import to and click next. Generally you can leave all the default details in place. We can leave them as confirmed, leave them as HTML. This option is only really used if you want to update contacts with additional information. You import some people today with just their email address but then in a couple of weeks you want to import some additional data, their phone number, their age, their date of birth, etc., you can use this option to import and add that additional data to their contact records.

The auto-responders option is if you want to have a auto-responder that you've set up sent out to the contacts when you add them through the import process. Again, we're just going to leave that turned off for now.

The file details, typically you'll have a CSV where you'll have your headers with the different column names. You can leave the default separator, default field enclosure, and we will choose the file from our system. Before we do that I have a CSV here that I've created with three columns: email address, first name, and last name. I have a CSV. It's important when you create a spreadsheet in Excel, it will save by default to a .xlsx format. It's really important that you make that a CSV file, .csv. Otherwise, it will not work.

Navigated to my CSV file here. I'll click next. The system automatically maps the field names assuming that they're named accurately. If they're not, it makes a best guess. If you have to adjust that to the field from your CSV if it doesn't match, you can simply pick the appropriate matching field in the Spotlight Mailer system from the drop down here. It mapped all of these correctly so we'll just click next and then start importing.

It imports. It tells you the results that three were imported successfully. No one was updated. None had duplicates. None were unsubscribed. None were suppressed. One had bad data and there were zero contacts that were not imported successfully. If we click on the one that contained bad data we can click here for more information. We can see here that this address is an invalid email format. It's missing the .com after LuxSci. The system does a number of different checks as it is importing subscribers.

Creating an Email Campaign

Now that we've created a contact list and imported subscribers, we will go ahead and create a campaign. We'll go to the email campaign menu and click on create an email campaign. You'll give your campaign a title, which is just for internal use. You could call this something like your fall specials newsletter. Generally the recommended format is HTML and text so that there's flexibility based on what the recipient is viewing your message on, and they can see it regardless of whether they're viewing it in an HTML-compatible email program or a program that only displays plain text or blocks all HTML images.

There are some templates that are built into the system. You can get a preview of some of them here. You can also start off with no template and you could build something from scratch. Or if you have an email template from another application and you can export that as HTML, you can simply paste in your own custom HTML here. But we'll just use one of the basic templates for now.

Here's the editor. The subject line goes up here. You can just put your content for the subject. You can optionally toggle between your HTML. Again, if you have your own HTML to paste in you would just simply select this all and delete it, and then paste your HTML. You can modify the content here, etc. You can import images. Let's say you want to import an image. You would go to the toolbar and click on the icon for image. You would upload your file, save it. You can alternatively upload a HTML file from your computer. Or if you have a website file, your email template hosted on a server, you can link to that file and import from there.

The plain text content is managed down here. There's a very simple way to port over all of the text content from your HTML version into the plain text version. You go down to the button down here under dynamic content and click on get text content from editor. This will pull all the text from whatever's in the HTML editor box. You may need to tweak some things, perhaps move certain text around, but it will save you a lot of time and effort from having to retype everything.

Once you've done that you have the options to add attachments for the campaign. You can check your campaign for spam, view it in different programs. You can do a preview, which is a really nice function. This will send a preview of this email campaign. Now it's important to note that on the preview certain things will not actually work, custom fields, unsubscribe links, and contact with specific items will not work. If you happen to see some code, such as %%, in your preview, that's okay. Because this only works when it's sent to an actual contact. You can save and continue editing or you can choose to save and exit.

Sending a Campaign

Now that you have your campaign, we can go ahead and send it to our contact list. Under our action we can either click send here, or from the email campaigns we can click on send an email campaign. We can choose our list. We can click next. We're going to pick the campaign that we want to send. You pick it from the drop down and you can preview it. It's going to pull the default from name from email address and reply address that we set up on the contact list. You can choose to send your campaign now. Or if you want to schedule it you can pick a date and time down to the minute for when you want it to be sent.

You can also choose if you want to be notified when the campaign sending stress and when it finishes. Under the advanced settings generally just leave the default. Especially if you want to track engagement you want to leave the default here to have open of emails tracked and to have link clicks tracked. I won't go into any more of the specifics, but remember you can click on any of these hovers to learn more about these options.

We'll click next. We get a summary page here. Tells us the name of the campaign, the subject line, the contact list or lists that it will be sent to. If you're sending to multiple lists, the system will automatically deduplicate. In the event the same email address is on more than one list, that individual will only receive one copy of the message. It tells you how many subscribers it will be sent to. It's approximate because it's possible, during the time that you set up the send and when it actually goes out, that people may join your list by using one of your subscription forms. It tells you when it's scheduled to be sent, the size, the total size, and that's it. You just hit schedule your email campaign.

You can see under your activity status it tells you when it's going to send. The sending occurs every minute, every 60 seconds. We'll let it count down here. The send completes as soon as the countdown has finished. This is only going to four emails. It basically sends immediately. Once it's complete, you can go to your statistics tab, and under your email campaign statistics you can view the details. You can see a summary and then you can see statistics on email opens, link clicks, bounces, unsubscribes, and forwarding if you included the forward to a friend option.

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