Email campaigns and your mailing list

Audience: club organisers, riding schools, instructors and venues

Overview

Email Campaigns lets your organisation email (or text, or send an app notification to) a group of your own people: a monthly newsletter, an event announcement, a reminder that entries close soon. You build the email from blocks, check it, send yourself a test, then send it straight away or schedule it.

Your Mailing List is a separate list of people who agreed to hear your news and events by email. They don't need a Horsify account, and they aren't added to your members or clients. You email them by choosing the Mailing list audience in a campaign.

Plans:

• Email campaigns are included in the Instructor, Riding School and Club Site plans (Club Site Premium included). On other plans, Email Campaigns isn't in the Communications menu; opening the page shows what the plan includes and a link to upgrade.
• Building a mailing list needs no plan. Emailing it needs a plan that includes email campaigns.
• If your plan ends while a campaign is still going out, it stops and the people not yet reached aren't sent it.

Who can use it: organisation admins, and staff with the Communications area. View lets you see the campaign list, results and the mailing list. Manage is needed to create, edit, test, send or schedule a campaign, and to add, import or remove people on the mailing list.

Create a campaign

1. Go to Communications → Email Campaigns in the organiser menu.
2. Under Your Campaigns, select Create Campaign (or Create Your First Campaign if you have none yet).
3. In Create a campaign, pick a starting point: Monthly newsletter, Event announcement, Entries closing soon, Results are in, Welcome to the club, Club notice, or Start from scratch.
4. The campaign opens as a draft in the editor. Changes save automatically as you go; the top of the page shows Saving…, Saved with the time, or Not saved. with Try again.

The editor has three numbered steps on the left (Send as, To, Subject) that tick themselves off, and the email itself on the right.

Choose how it's sent (Send as)

Texts come out of your plan's monthly allowance and any SMS packs: see Subscription Management. The rest of this article covers email.

Choose who it goes to (To)

Pick an Audience. Under it, Horsify shows how many people can receive it, worked out with the same rules as the real send.

Who is counted and who is left out

Every audience leaves out:

• anyone who has unsubscribed from your organisation, from a campaign's link or the link in one of your automatic emails
• addresses that have hard bounced or marked a Horsify email as spam
• the same address twice (each address gets one copy)

On top of that, depending on the audience:

• Member audiences: your membership is the basis for emailing. A member is left out if Contactable is unticked on their member record, or their Preferred Channel is text or app only. A child member with no login of their own is emailed through their parent or guardian; if no guardian can be found, the child isn't emailed.
• Organisation watchers and Riding school clients: only people who have Marketing Emails turned on in their Horsify account's Marketing preferences.
• Specific event registrants: only entrants with a Horsify account. The email counts as an update about their entry rather than marketing.
• Mailing list: each person's own consent is recorded on the list, so no account setting is checked.

A scheduled campaign goes to the people in the audience when it sends, so anyone who unsubscribes before then won't get it.

Write the subject and the email

1. Under Subject, fill in the Subject line. The counter changes colour past 60 characters, where inboxes may cut it short.
2. Add Preview text: the line inboxes show after the subject.
3. Campaign name is only seen by your team.
4. In the email, select Add block between blocks and pick Text, Heading, Image, Button, Event, Divider or Spacer. Select a block to edit it. Each block has Move up, Move down, Duplicate and Remove. Use the undo and redo arrows if you change your mind.
5. Pictures upload from your device, up to 15 MB each. Describe each picture: some inboxes block pictures, and screen readers read the description.
6. A Button needs a label and a link starting with https://.
7. An Event block shows a card for one of your upcoming published events.
8. Select Preview to see the email exactly as it will arrive, with your name in place of the recipient's. Select Edit to go back.

You can personalise the subject or text with the recipient's First name or Full name. Anything else in double curly brackets is sent as typed.

Checks

The Checks box lists anything that needs fixing. A blocker (such as no subject line, an empty email, a button with no link, or an audience nobody in can receive it) stops the send. Warnings, such as template wording like "[event name]" left in, or a subject in capitals, are yours to decide. Select a check to jump to the block it's about.

Send a test

1. Select Send a test.
2. Send to starts with your own address. You can change it to another admin's, or to someone who looks after messages for your organisation. Other addresses are refused.
3. Select Send test. The subject arrives marked [TEST]. It may take a minute.

If you send a lot of tests in a few minutes, Horsify asks you to wait before sending another.

Send it now or schedule it

1. Select Review and send. The dialog shows Send as, To with the number of people, the subject, the preview text and any checks.
2. Under When should it go? choose:
   • Send now: select Send to [number] people. The campaign is queued, and you're taken back to your campaign list.
   • Schedule for later: choose a Date and Time on your organisation's time zone, at least five minutes from now and up to 90 days ahead, then select Schedule.
3. Select Keep editing to go back without sending.

A draft in your campaign list also has a Send now icon. It sends the campaign straight away without opening the review, so use Review and send in the editor if you want the checks first.

A campaign goes out in batches, so a large one can take some time to finish. Its status shows Sending until it's done.

Change or stop a scheduled campaign

A scheduled campaign is locked. In your list it shows when it goes.

1. Open it from your campaign list.
2. Select Unschedule and edit. It becomes a draft again ("Unscheduled. It's a draft again.").
3. Make your changes, then use Review and send again.

Once it has started going out, it can't be unscheduled.

See how a campaign went

On a sent campaign, select View Analytics in your list (or View results in the editor). You'll see Recipients, Delivered, Opens, Clicks and Unsubscribes, open and click rates, and a Recipients table you can filter by Sent, Failed, Pending or Skipped. People who unsubscribed are marked Unsubscribed.

A sent campaign can't be changed. Select the copy icon (Duplicate campaign) to make a new draft from it. Only drafts can be deleted.

Your mailing list

Go to Communications → Mailing List. The page shows On the list and A campaign will email (the list less anyone unsubscribed or bouncing). Each person's Status is Subscribed, Unsubscribed or Bouncing, and How they agreed shows your consent note and date.

Only add people who agreed to receive your emails. Adding someone to the list never creates a member, client or Horsify account.

Add one person

1. Select Add person.
2. Enter their Email, and their First name and Last name if you have them.
3. Fill in How did they agree to your emails? (required, up to 300 characters), for example "Asked to be added at the open day". It's kept with them as your record that you may email them.
4. Add When they agreed (optional). It can't be in the future.
5. Select Add to list.

Import a list

1. Save your spreadsheet as CSV (up to 10 MB and 20,000 people per file).
2. Select Import, then choose the CSV file.
3. The first row must name the columns: an Email column, plus first and last name or a single name if you have them.
4. If the file has an opt-in column (such as "Opt in" or "Send promotional emails"), only people marked yes are added. With no such column, everyone in the file is added, so only import people who agreed.
5. Horsify shows how many will be added, and how many are already on your list, unsubscribed before (left off), didn't agree, have no valid email, or are repeated in the file.
6. Fill in How did they agree to your emails? and When they agreed (if you know). This note is kept with each person.
7. Select Add [number] people.

Let people join from your website

Your organisation's site has a Join our mailing list page at /mailing-list (for example yourclub.horsify.club/mailing-list, or the same path on your own domain). Link to it from a button on any of your pages.

• The person enters their email, ticks "Send me news and upcoming events from [your organisation] (about twice a month, unsubscribe any time)" and selects Join the list.
• They're emailed a link to confirm ("Confirm you'd like news from [your organisation]"). They're only added once they press Yes, add me. The link works for 7 days.
• Someone signed in with that same, already confirmed address is added straight away.

The tick at checkout and when booking

Signed-in people with a confirmed email address may see the same "Send me news and upcoming events" tick at checkout and on your lesson and facility hire booking pages. It starts unticked. They're added only if they tick it and the booking or payment goes through. It isn't shown to people already on your list or who unsubscribed from you.

Unsubscribes and removing people

• Every campaign email has an unsubscribe link. Someone who uses it is never emailed by your campaigns again, from any audience. Emails about their own bookings, entries and payments still go to them.
• An address that unsubscribed can't be added back by you, by an import or by the sign-up page.
• Selecting the bin icon removes someone from the mailing list. It doesn't unsubscribe them: if they're also a member or client, your other audiences can still reach them.

Troubleshooting

Related

• Subscription Management
• Member Management
• Client Management
• Staff Access
• Instructor Tier - Solo Instructor Guide
• Push Notifications\n\n---\n\nSource: wiki/features/EMAIL_CAMPAIGNS.md \nLast synced: 2026-11-05 19:20:10 UTC