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Sending Mailshots using GatorMail

Sending Mailshots within a Campaign

When would you use this?

Marketing Campaigns can be used to include multiple Mail Shots as part of the same campaign to handle activities such as event and webinar registrations. You can track the progression of the leads/opportunities resulting from your Marketing Campaigns to review their performance and determine ROI.


Step one: Create your Mailing List(s)

You’ll need to create your Mailing Lists - these will contain the members that you would like to send Mailshots to. You can populate members into Mailing Lists manually or via reports and further information about this can be found on our Mailing Lists page.

Note: It is recommended that you create Mailing Lists with the intention of reusing them rather than creating separate Mailing Lists for each Campaign you want to send out.

Step two: Create a Marketing Campaign

You now need to create a Marketing Campaign and add the Mailing List(s) to it via the Mailing Lists tab. The Members of the Campaign will be kept up to date when changes to the Members in the Mailing Lists occur.


Step three: Create a Mailshot

Now you have linked your Mailing List(s) to your Marketing Campaign, you need to create a GatorMail Mailshot in Workbooks. This is done via by clicking on New Mailshot on the Mailshots tab within the Marketing Campaign.


This will open the Mailshots wizard, and you’ll need to select New GatorMail Mailshot.


If you do not see the New GatorMail Mailshot option, then either you are not licenced to use GatorMail, or the module hasn’t been activated. You can check both of these within Start > Configuration > Users & Security > Licences & Modules. Check that:

  • GatorMail Integration is listed and shown as Active on the Licences tab.
  • The GatorMail module is ticked on the Modules tab

You’ll then be given the option to filter the recipients, give a Name to the Mailshot and select a Mailshot Type.


You should ensure that you select the correct Mailshot type as this will affect how the Mailshot is sent. The main types that will generally be used are:

  • Static - for sending a one-off Mailshot to all the recipients in the list at the time of sending.
  • Refresh Non-recurring - will send the Mailshot once to each recipient, but will also send the email to each new recipient added.
  • Refresh Recurring - will send the Mailshot at regular intervals and also to any new recipients added to the list.

After you have selected this, you will have created a Draft Mailshot, and you’ll need to click Complete.


The Mailshot will open with the information you have already entered, and will now give you the option to add further Mailing Lists (via the Mailing Lists tab) or amend any details before Synchronising with GatorMail.

Step four: Synchronise Mailshot with GatorMail

You’ve now set up the Mailshot in Workbooks and need to Synchronise it with GatorMail to create the ‘Campaign’ in there. To do this, simply click the Synchronise button at the top.


The status will change to Synchronise and the Synchronised At field will be populated once it has finished doing this. It should only take a few minutes to Synchronise the Mailshot, however if there are lots of Recipients, it may take slightly longer. You will receive a notification when it has completed, or can use the Refresh button at the top to check if it has finished yet.


Step five: Amend the Campaign in GatorMail

Log into GatorMail ( and click on Campaigns.


You will see the Mailshot that you have created in Workbooks in the list, ready for you to complete and send the Mailshot out.


You will need to click on the Name, and then select whether you want to use Quick Campaign or Campaign. Campaign provides you with a detailed setup wizard, whereas the Quick Campaign will show you the most common setup options.

In the below example, we have used Quick Campaign. We now need to complete the required fields, such as Subject Line, and will also need to ensure you have entered your Sender Alias, From email and Reply to email.


You’ll then need to click Select Email on the top right of the screen to proceed to select the Email you want to send. If you’ve already got one you have previously created, you can select it from the list, or if not you can select ‘New Email’ to create a new one.


Proceed through the remaining screens to Test the email to ensure you are happy with the format, check the audience, schedule and then send.

Step six: Send further Mailshots (Optional)

If you have further Mailshots you need to send within the same Campaign, you should repeat Steps 3, 4 & 5.

Step seven: Review the results in Workbooks

The results will come back into Workbooks and will be displayed on the Statistics tab on each Mailshot. This will be kept up to date in Workbooks, and will show you information such as number of emails delivered, bounces, open rates etc.


You will also see any activity related to this Mailshot within the Online tab i.e. which emails have been opened, which links had been clicked, when and by who.


It is possible to see the Statistics and Online Activities for all Mailshots together rather than separately within the same tabs on the Marketing Campaign itself.


Sending a single Mailshot (not using a Marketing Campaign)

When would you use this?

There may be some situations where you would prefer not to manage the Mailshot within a Marketing Campaign e.g. newsletters, hints & tips.

The workflow for this is similar, however you would skip Step 2 above, and create the Mailshot via Start > Marketing > Mailshots > New Mailshot instead. You would then attach the Mailing List to the Mailshot rather than the Marketing Campaign.