Engagement: Track Email Campaigns

Learn how to track patient engagement and conversion rates to result in a more profitable practice using email campaigns

Erika Gardner avatar
Written by Erika Gardner
Updated over a week ago

Tracking email marketing campaigns in a dental practice can provide valuable insights into the success and impact of marketing efforts, allowing the practice to make data-driven decisions and optimize future campaigns for improved results.

In this article, you'll learn how to:

If you are unable to access this feature or make changes, you have not been granted permission in your user profile. Contact an admin team member in your practice to enable access or work with them to complete the steps outlined in the instructions below. Click here to learn how to update user permissions.


Track Email Campaigns

  1. Click on the Email Campaigns dashboard from the left side menu in Engagement, then click on Campaigns
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    1. Note: If you are still utilizing the legacy version of Email Campaigns, click on the Email Campaigns tab instead. Click here to learn how to update to the new Email Campaigns Template Builder.

  2. By default, campaigns that are scheduled to go out on the current day will show in the dashboard. Click the green X to clear default filters and start a new search
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    To view additional campaigns not included in that category, click on the Scheduled for column to choose a date range
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  3. Click on the Status filter to sort campaigns by Sent, Scheduled, or Canceled

  4. Click on the Initiated by filter to sort campaigns by the Engagement user who prepared and sent/scheduled the campaign

  5. If you have access to multiple practice locations in Engagement, sort campaigns by location using the Practices filter

  6. Click on the number under the Target filter to view a list of all patients that were included in the list. If it is a single targeted patient, their name will be listed


    ​Note: When sending a bulk message, Engagement will ignore certain targeted patients from receiving messages if they fall into any of these categories:

    • Patient is inactive

    • Patient is from another clinic

    • Patient does not have an email/phone number

    • Patient is opted out of messaging

    • Patient has the same email as another patient

    • Engagement will only send one message per family group. This is usually the guarantor that will receive the campaign message.

  7. You can also search for specific emails by subject or patient using the search bar at the top of the Email Campaigns dashboard

  8. To cancel the email before the scheduled time, click on the three-dot menu and choose Cancel

Click here to learn how to create email campaigns in Engagement.

Multi-Location Users

If you manage Email Campaigns across multiple practice locations within Engagement, you can filter campaigns by Recipients. Click on the Recipients column and click the checkbox next to each practice location to filter campaign results by location.

To learn how to keep track of all scheduled messages, click here.

Track Email Campaigns from the Patient Card

Email Campaigns are also 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 the Communication log tab

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

  4. Once the filter has been applied, click the Content drop down carat on the right hand side 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


Understand Email Campaign Metrics

Measure the success of your sent email campaigns using the Open and Click Rate metrics available in the Email Campaigns dashboard.

The Open percentage shows the percent of sent emails that were opened by your Target audience (the number of people who received the email campaign).

The Clicks percentage shows the percent of sent emails that experienced clicks within the body of the email (embedded links or other calls to action).

Important note about Open and Clicks metrics: Metrics are calculated on a daily basis and will be updated overnight (results are not immediately calculated in real time).

Email campaigns sent out prior to July 28, 2023 will not show open or click rate metrics and will show "N/A" as results cannot be tracked.

Using these metrics, you can gain better insight into the campaigns and audiences that are actively engaging with your marketing efforts, as well as areas for opportunity and growth.

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