This guide explains how to send an EDM campaign to a mailing list in RMS.

Overview

Once your campaign design is ready, you send it to a mailing list generated in Report Writer. This guide covers selecting the mailing list, validating email addresses, sending or scheduling the campaign, and what happens when a guest unsubscribes. To design a campaign first, see Create an EDM Campaign.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Build the mailing list

The mailing list is generated in Report Writer by selecting criteria from the Guest Profile or Reservation Details, including Guest Statistics. Communication preferences recorded on the Guest Profile can be included in the criteria so the recipient list aligns with guest preferences and complies with GDPR. Campaigns can be targeted to specific groups, such as Guest Loyalty or Membership, Guest Classifications, Reason for Stay, or Guest Statistics.

For the full steps to build the list, see Create a Campaign Mailing List. For what each option on the screen means, see Understanding the Report Writer Template Screen.

Send the campaign

Report Writer lets you create custom reports, export data, and generate mailing lists from any information stored in RMS.

Navigate to EDM > Send Campaign.

1. Choose an existing Report Writer Search Template or create a New Template.
2. Select the Show Matches button.
   
    
3. Select the checkbox for each recipient to include in the send.
4. Choose Send Campaign to email the campaign to the selected recipients.
   
    

Email Validation

Email Validation checks the accuracy of email addresses on the Guest Profile when sending to more than fifty recipients via Report Writer or EDM campaigns. Each email address is given a validation date, which is recorded to prevent revalidating an already verified address. If the email address on a Guest Profile is modified or replaced, the validation date is reset.

Tip! A small fee applies for validating unverified email addresses when sending bulk correspondence. Contact Sales for more information on Email Validation fees.

Email Validation is prompted only when an email address has no validation date and the recipient count exceeds fifty. It helps prevent high bounce rates from invalid addresses, which protects the property's email domain from being blacklisted or marked as spam. See Email Validation for detail.

Please Note! Review the Email Validation Terms and Conditions and select Proceed to continue sending the campaign.

1. Enter a Campaign Name.
2. Enter an Email Subject line.
3. Confirm the From Email Address.
4. Enter an alternate Reply-To Email address (optional).
5. Enter a Sender Name.
6. Select a Campaign or Form Letter.
7. Review the Campaign Preview.
8. Select the Send icon or the Schedule icon.
   
    

Tip! Campaign progress and performance can be tracked using EDM campaign reports.

Unsubscribing from marketing emails

Every EDM campaign email automatically includes an unsubscribe link at the bottom: "To unsubscribe from marketing emails, click here." This link is added to every campaign and cannot be removed.

When a guest selects the link, they see a confirmation that they have been unsubscribed, and RMS sets the Marketing Opt Out field on their Guest Profile to Yes. This opts the guest out of all marketing correspondence, not only email. Unsubscribed recipients also appear on the Unsubscribed tab of the EDM campaign reports.

Please Note! Unsubscribing is a one-way action for the guest. There is no self-service option to opt back in. To re-subscribe a guest, the property must set the Marketing Opt Out field back to No on the Guest Profile. See Communication Preferences.

Domain Verification

Domain verification confirms the correct DNS records are used when sending emails from RMS, and that the property is authorised to send from its email domain. Verifying the domain also removes the "Sent from RMS on behalf of" message from the sender field. For the full setup, see eDM Technical Requirements.

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Related articles

• Create a Campaign Mailing List
• Understanding the Report Writer Template Screen
• Email Validation
• eDM Technical Requirements
• Communication Preferences