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Engagement: Create and Send an Email Campaign
Engagement: Create and Send an Email Campaign

Learn how to create engaging email campaigns in Engagement

Emily Allred avatar
Written by Emily Allred
Updated over a week ago

Creating email marketing campaigns that are engaging and informative for current and prospective patients is a breeze in Engagement. In this article, you'll learn how to:

Watch this short video to learn more about creating Email Campaigns in Engagement:

Note: Only users with Admin permissions have access to this feature.


Create an Email Campaign for Existing Patients

Follow the steps below to learn how to create an Email Campaign and send it to existing patients within Engagement.

  1. Access the Email Campaigns tab

  2. Click the blue Create campaign button in the upper right corner

  3. Within the Create campaign window, select target campaign recipients by Practices(s) and Filters available within your Patient Filters Library. Note: Patient filters within Analytics and the Patient Finder are not currently available options within email campaigns.

    1. If your applied filters do not capture any patients within the campaign, the following error message will show:

  4. Add your email campaign details. Include a Subject line and Message. Insert an existing template and include placeholders by choosing them from the dropdown menus available.

  5. Next, choose to attach any relevant files to send to all patients captured within the filter selected. Select to send your email campaign now or at a future time. You may also enter a test email address to see how your email campaign appears when delivered.

  6. When you're finished, click the blue Send button in the bottom right corner to send your email campaign.


Create an Email Campaign for Prospective Patients

Follow the steps below to learn how to create an Email Campaign and send it to prospective patients within Engagement.

Important note: Recipients listed in the uploaded CSV file will not be linked to any chart in your Practice Management Software (PMS) and can be created or removed later. These recipients will be shown as Unlinked Patients in the Engagement Patients Dashboard.

  1. Access the Email Campaigns tab

  2. Click the blue Create campaign button in the upper right corner

  3. Within the Create campaign window, choose to select target recipients From a file and then click Format example to download a CSV file template

  4. For single location email campaigns: The CSV file must include each recipient's first name, last name, and email address

  5. For multi-location email campaigns: The CSV file must include each recipient's first name, last name, email address, and practice GUID. What's a GUID?

    Important note: If you do not add a GUID to the CSV file that you upload to your email campaign, the email will be sent out from the location that you are currently logged in on.

  6. When the CSV file has all of the recipient data added, save it and then click Choose file to upload your saved file and add your recipients to the campaign

  7. Next, add your email campaign details. Include a Subject line and Message. Insert an existing template and include placeholders by choosing them from the dropdown menus available.

  8. Next, choose to attach any relevant files to send to all patients captured within the filter selected. Select to send your email campaign now or at a future time. You may also enter a test email address to see how your email campaign appears when delivered.

  9. When you're finished, click the blue Send button in the bottom right corner to send your email campaign.

Note: Email campaigns are limited to 1,000 emails sent per campaign per practice. For example: If 3 practice locations are selected, each practice has the ability to reach up to 1,000 patients (for a combined total of 3,000 emails sent). Any amount above the 1,000 limit will not be included in the email campaign.

What's a GUID? (Multi-Location Users)

A practice GUID is the globally unique identifier that we use to associate an email campaign recipient with a particular practice.

If you would like to send an email campaign to prospective patients across multiple locations that are not already patients in Engagement, you must associate each recipient with a GUID (practice location) in the CSV file that you upload.

Important note: If you do not add a GUID to the CSV file that you upload to your email campaign, the email will be sent out from the location that you are currently logged in on.

To locate each practice GUID, follow these steps:

  1. Access Engagement Settings by clicking on the Settings gear in the upper right corner

  2. Click on the Services tab, then click on Status and scroll to to the bottom of the list until you locate the Dental Group line item

  3. Click on View Status Link

  4. Review the GUID column to see all practice location GUIDs and then copy/paste the GUID into the CSV file


Email Campaigns Shown in the Patient Card

Email Campaigns are shown in the Communication log of the patient card in Engagement.

To access the patient card and view Email Campaign details:

  1. Click on the patient's name from the Patients Dashboard to open the patient card

  2. Click on Communication log

  3. Click on the Type column and select Email campaign and Note from the dropdown list

  4. Once the filter has been applied, click to expand the content and read the details of the email campaign or note

  5. If the patient was sent an email campaign as an unlinked (prospective) patient, the note will include those details

Click here to learn more about navigating the Engagement patient card.

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