Email campaigns from your own domain

An email campaign sends a personal email to every contact on a list, from your agency’s own sending domain, with each contact’s details filled in. Every email carries an unsubscribe link, and anyone who unsubscribes is never contacted again on any channel. Use it alongside calls and WhatsApp, or on its own for reminders and announcements.

Before you begin

Your own email sender in the Email Hub, with the domain verified. Campaign emails only ever go out through your own sender, never through Voice AI Portal’s address, so they come from your brand and don’t share a sending limit with anyone else. See Configure custom email.
Email addresses on the contacts. Contacts without a valid email address are skipped with “Missing email address”.

Set it up

Create the playbook

In Campaign playbooks, select New playbook and choose Email. Add the details your email uses, such as meeting_date. See Campaign playbooks.
Write the email for the client

Select Assign on the client’s row and fill in the Subject (up to 200 characters) and the Email text (up to 5,000 characters). Use {{name}}, {{first_name}}, {{email}} or any detail on the contacts, for example:
```
Subject: Your appointment on {{meeting_date}}

Hi {{first_name}},

This is a reminder about your appointment on {{meeting_date}} at {{meeting_time}}.

Reply to this email if you need to change it.
```
A blank line starts a new paragraph. Select Save.
Check it is ready

The row shows Ready once the email is written and your sending domain is verified. Otherwise it names what to fix, for example “Verify your sending domain in Settings → Email Hub first”.
Send yourself a test

Select Test as client. On the What step you see the subject and text filled in for each contact. Send me a test sends it to the email address you type, with “[Test]” before the subject.

What does the contact receive?

Your email, from your sender name and address, with their details filled in, and this line at the end: “Don’t want these emails? Unsubscribe.” Replies go to your sender’s reply-to address.

The unsubscribe link opens a page that asks “Stop these messages?”. When the contact selects Unsubscribe, every contact of that client with the same email address or phone number is marked Do not call, so no campaign contacts them again by email, phone, WhatsApp or text. Link checkers that open links in emails don’t unsubscribe anyone, because the page waits for the button.

Delivery and results

Each email counts as an attempt on the campaign page: Contacted and Delivered count the emails your sender accepted. Email campaigns don’t use the client’s minutes or chats.

Troubleshooting

Problem	What to do
The campaign shows Paused: setup problem with your email provider’s message	Your sender refused the email, for example “The youragency.com domain is not verified”. Verify the domain with your email provider, then select Resume.
“Set up your own email sender in Settings → Email Hub first”	Connect Resend, SendGrid, Postmark, Mailgun or an SMTP server in the Email Hub.
A contact was skipped with “Missing email address”	Add the email address to the contact list, then rerun the campaign for contacts not reached.
A contact was skipped with “Missing meeting_date” (or another detail)	The email uses a detail that contact doesn’t have. Fill it in, or set a value for empty cells when importing.
Emails land in spam	Check SPF, DKIM and DMARC for your sending domain with your email provider, and keep the text personal and short.