Admin Communications Platform - User Guide

    Admin Communications Platform - User Guide

    Category: Organiser Features
    Last Updated: 2026-04-13

    Overview

    The Admin Communications Platform enables Horsify system administrators to send mass email communications to all riders and/or organisations on the platform. Campaigns are created as drafts, previewed with recipient counts, optionally test-sent, and then triggered for background delivery.

    The platform supports three campaign types — weekly digests, one-off messages, and feature announcements — with audience segmentation that targets riders, organisations, or both. Emails are delivered with consistent Horsify branding.

    Key capabilities:

    • Draft, schedule, send, and track platform-wide email campaigns
    • Audience segmentation: target riders, organisations, or both
    • Recipient preview with consent filtering and deduplication counts
    • Test send to a specified email address before triggering full dispatch
    • Campaign lifecycle tracking: Draft → Scheduled → Sending → Sent / PartiallyFailed / Failed

    Who Should Use This Feature

    Perfect For

    • Platform administrators who need to communicate with all Horsify users at once
    • Horsify operations staff sending feature announcements or weekly digest newsletters
    • System admins broadcasting important platform updates to riders and organisers

    Prerequisites

    • You must have the Admin role in Horsify

    Key Features

    📧 Campaign Management

    Create, view, update, duplicate, and delete email campaigns. All campaigns start as Draft and can only be edited while in Draft status.

    When creating a campaign you provide:

    • Name — internal reference label
    • Communication Type — Weekly Digest, One-Off, or Feature Announcement
    • Audience Type — Riders, Organisations, or All
    • Subject — the email subject line
    • Preheader — optional inbox preview text
    • Email Title — optional heading rendered inside the email body
    • HTML Body — the main email content
    • Plain Text Body — optional fallback for non-HTML email clients
    • CTA Button — optional call-to-action button with text and URL

    🔁 Duplicate Campaign

    You can duplicate any campaign (regardless of its status) to create a new Draft copy. This is useful for creating variations of a previous campaign or resending a similar message to a different audience.

    👥 Audience Segmentation & Recipient Preview

    Before sending, preview exactly how many users will receive the email. The preview shows a detailed breakdown:

    Metric Description
    Total Matched All accounts matching the audience type
    Total Eligible Recipients who pass all filters
    Total Excluded Recipients filtered out for any reason
    Excluded — Suppressed Emails with prior hard bounce or spam complaint
    Excluded — Duplicates Duplicate email addresses
    Eligible Riders Riders passing all filters
    Eligible Organisations Organisations passing all filters

    Consent filtering:

    • Riders: must have email marketing or newsletter consent, and a valid email address
    • Organisations: must have email marketing consent, a valid email, and be active

    🧪 Test Send

    Send a test email to any specified address before triggering the full campaign. Test emails:

    • Have [TEST] prepended to the subject line
    • Use "Test Recipient" as the greeting name
    • Do not include an unsubscribe link

    🚀 Send with Double-Send Prevention

    The system prevents duplicate sends. Once a campaign has been triggered, it cannot be triggered again. A campaign can only be sent when it is in Draft or Scheduled status.

    ⏰ Scheduled Dispatch

    Campaigns can be scheduled for future delivery. Set a scheduled date and time, and the system will automatically begin sending at the right moment.

    📧 Branded Email Delivery

    All admin communication emails are delivered with:

    • Responsive layout for mobile and desktop
    • Horsify-branded header with logo
    • Personalised greeting ("Hi {recipientName},")
    • Optional email title, body content, and CTA button
    • Footer with account context note
    • Per-recipient one-click unsubscribe link

    🔗 One-Click Unsubscribe

    Every production email includes a per-recipient unsubscribe link in the footer. Clicking it immediately unsubscribes the recipient from platform communications. This satisfies the Australian Spam Act 2003 functional unsubscribe requirement.

    How to Use

    Step 1: Create a Campaign

    1. Navigate to the Admin Dashboard
    2. Go to Communications → Admin Communications
    3. Click "New Campaign"
    4. Fill in the campaign details:
      • Give it a name (internal reference)
      • Choose communication type: Weekly Digest, One-Off, or Feature Announcement
      • Select audience: Riders, Organisations, or All
      • Write the subject line and optional preheader
      • Compose the email body in HTML
      • Optionally add a CTA button with link
    5. The campaign is saved as Draft

    Step 2: Preview Recipients

    1. Click "Preview Recipients" on the campaign
    2. Review the breakdown:
      • How many users matched your audience selection
      • How many are eligible (have consent + email + not suppressed)
      • How many are excluded and why (no consent, suppressed, duplicates)
    3. Adjust your audience type if needed

    Step 3: Send a Test

    1. Click "Test Send"
    2. Enter your email address
    3. Check your inbox for the test email (subject prefixed with [TEST])
    4. Verify the content, layout, and CTA button

    Step 4: Trigger Send

    1. When satisfied, click "Send"
    2. The system locks the campaign to prevent duplicate triggers
    3. Recipients are resolved, filtered, and queued
    4. Emails are delivered in batches in the background
    5. Monitor the campaign status: Sending → Sent / PartiallyFailed / Failed

    Step 5: Monitor Delivery

    1. Return to the campaign detail view to see live progress:
      • Total Eligible — how many recipients were queued
      • Total Sent — successfully delivered so far
      • Total Failed — delivery failures
    2. Final status is set automatically when all recipients are processed

    Campaign Lifecycle

    Draft → (edit) → Draft
Draft → (trigger send) → Sending → Sent (all succeed)
                                  → PartiallyFailed (some fail)
                                  → Failed (all fail)
Draft → (schedule) → Scheduled → (at time) → Sending → [terminal]

    Rules:

    • Only Draft campaigns can be edited or deleted
    • Only Draft or Scheduled campaigns can be triggered to send
    • Once triggered, the campaign cannot be re-triggered
    • Any campaign can be duplicated as a new Draft

    Campaign Types

    Type Description
    Weekly Digest A weekly digest newsletter
    One-Off A one-off communication
    Feature Announcement A platform feature announcement

    Audience Types

    Type Description
    Riders Send to riders only
    Organisations Send to organisations only
    All Send to both riders and organisations

    Campaign Statuses

    Status Description
    Draft Campaign in draft state (editable)
    Scheduled Scheduled for future sending
    Sending Currently being sent
    Sent Fully sent — all recipients succeeded
    PartiallyFailed Some recipients succeeded, some failed
    Failed All recipients failed
    Cancelled Campaign cancelled before completing

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