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For most organisations the contact list is the mailing list. One field on the contact record decides whether a campaign ever reaches that person, and a handful of audiences decide whether contacts are in the send at all. This page covers both, plus what happens on an unsubscribe and on a bounce. Built for the person who has to answer “why did they get this” and “why did they not”. The campaign tool itself, its editor, scheduling and reporting, is covered on Newsletter. The campaign recipients card showing the audience options, including the ones that send to contacts rather than members

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Three states, not two

The Newsletter field on a contact has three states, and the third one is real: a contact who has never been asked is not the same as a contact who said no. Only an explicit yes is ever mailed. Every audience query tests for the subscribed state, so “never asked” and “unsubscribed” behave identically at send time. A contact with no email address is skipped as well. The Newsletter card on the record shows the current state with a single Subscribe or Unsubscribe button, and the Newsletter filter on the contacts list offers All, Subscribed, Not subscribed and Unsubscribed with a count beside each, which is the quickest way to see how the three states are spread across your database.
The contacts list keeps the three states apart. Lists and segments do not: there, Not subscribed covers both the people who said no and the people who were never asked, because neither group can be mailed.

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Which audiences include contacts

This is the thing readers get wrong most often. Two of the six audiences never touch a contact, whatever the contact list holds. “All members and contacts” means everyone subscribed, not everyone in the database. A contact who was never asked, has no email address, or sits outside the local center the campaign belongs to is not in it. When a campaign carries a local center, the resolved recipients are filtered to that center at send time, whichever audience was chosen. Contacts with no chapter are filtered out by the same rule, so a chapter campaign never reaches them, and the recipient count applies the same filter and therefore agrees with the send.
A follow-up send does not re-check the subscription field. The non-openers audience is built from who received the original campaign, minus everyone the mail provider reported as bounced, complained or unsubscribed. It never reads the contact’s own subscription state. Someone who received the first campaign, did not open it, and then used the unsubscribe link on your Orgo page is still in the follow-up and will receive it. Before sending a follow-up to an older campaign, check the contacts list for people who have unsubscribed since, and use All subscribed contacts or a list instead if that matters to you.

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How someone subscribes

The signup widget is the only path with a confirmation step. An address that never clicks the link is never subscribed, never appears in the contacts list through that route, and never appears in the widget’s Subscribers panel.
On the donation page, the event checkout and public forms, the subscribe checkbox is ticked by default. An event or a payment page can hide it entirely through its own settings, in which case that checkout subscribes nobody.
The embeddable contact form deliberately subscribes nobody. A submission creates or fills in a contact so you can reply, and leaves the newsletter field exactly as it found it. Writing to you is not consent to be marketed to, and the form’s own consent checkbox covers the reply only.
An import can raise a contact from “never asked” to subscribed, but it will not push an already subscribed contact back down: a false value in the file is ignored for an existing subscribed contact. Use the record, or the unsubscribe paths below, to remove someone.

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Unsubscribing

Every campaign carries an unsubscribe link, and Orgo appends one to the footer if your design has no placeholder for it. The same emails carry one-click unsubscribe headers, so a mail client can offer its own unsubscribe button. The link does not act on the click itself. It points at Orgo, which records nothing and redirects the browser to an unsubscribe page on your organisation’s address. That page then makes the change: for a contact, who is never signed in, it completes on arrival and confirms; for a signed-in member it offers a choice between the newsletter and all notifications. Because the address in the email only produces the redirect, a mail client or security scanner that pre-fetches links cannot opt anybody out. The link is also replaced after each use, so a link forwarded from an old email cannot be replayed. An administrator can do the same from the record: Unsubscribe on the Newsletter card. Subscribing someone who previously unsubscribed asks you to confirm that you are overriding their opt-out. Both buttons need HR_TENANT.

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Bounces and complaints

When the mail provider reports a bounce or a spam complaint, Orgo switches that address off automatically.
A bounce unsubscribes the address everywhere it appears on the platform, not only in your organisation. The update is made by email address alone, so if the same person is a contact of three organisations on Orgo, one bounce reported to any of them unsubscribes all three. There is also no distinction between a permanent failure and a temporary one: a full mailbox unsubscribes the contact just as a closed mailbox does. Their subscription can be restored by hand once the address works again, from the Newsletter card on the record.
Bounced recipients are listed on the campaign’s report, and the report’s CSV export gives one row per recipient per recorded action, which is where to look before deciding whether a bounce was real.

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Lists and segments

A list is a saved audience, and it can hold members and contacts together. Its profile type is fixed when the list is created: Members & Contacts, Members Only, or Contacts Only. A contact joins a list in one of three ways:
  • By hand, through Add on a manual list. Adding someone already in the list is reported as skipped rather than failing.
  • By CSV, importing into a manual list. Rows are matched to an existing member or contact first, and a row that matches nothing creates a contact.
  • By criteria, on an automated list. There is no membership row at all: the list is whoever matches when it is read.
Two counts appear on every list, and they answer different questions: A manual list built from a search will usually show a Subscribed count well below its Total, because most of the people added were never asked. A list built on event attendance is the exception: it ignores the split entirely and reports its total as subscribed, because event mail is treated as informational rather than marketing.
A change to the subscription field does not appear on the contact’s Activity feed. The feed shows notes, tags, donations and form submissions, but not subscribes and unsubscribes. Nothing at all is written when the change comes from the unsubscribe link, a signup confirmation, an import, a ticked box at checkout, a bounce, or an edit through the API. So the record does not answer “when and how did this person opt in, and when did they opt out”.
The one place a change is written down is the organisation-wide Activity Log: pressing Subscribe or Unsubscribe on a contact record writes an entry there naming the administrator, the contact and the time. That log needs ADMIN_TENANT to read, and it covers only those two buttons. If you need to evidence how someone came to be on your mailing list, do not rely on the field:
  • Prefer the newsletter signup widget. Its Subscribers panel lists everyone who confirmed through that widget with the date they did it, which is the only dated subscription record Orgo keeps.
  • Read the record’s Source and creation date together. They tell you which path created the contact, which is a strong hint at how they arrived even though it is not a consent record.
  • Write a note on the contact at the time, and keep the campaign CSV exports and the email log, which are dated per recipient.
  • Keep your own record of the wording people agreed to, since Orgo stores the answer but not the question.
Orgo records what is described above and nothing more. Deciding what your organisation needs to keep, for how long, and under which rules is a question for your own advisers; using any part of the platform does not by itself make an organisation compliant with data protection law.

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Permissions

A chapter campaign manager, meaning someone holding COMMUNICATION_LOCAL and no tenant-wide communication permission, is offered only the Members from a group audience in the form. That is a convenience, not the control. The real control is applied when the campaign is sent: the resolved recipients are filtered down to the chapters that manager holds, whatever audience was stored, so a request made outside the interface still cannot reach another chapter’s contacts. Recipient counts follow the same rule and are refused when they would not be capped.

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Troubleshooting

Open the record and read the Newsletter card. Only Subscribed is mailed, and a contact created by a donation, a ticket or by hand usually shows Not subscribed because nobody asked. Then check the contact has an email address, and that they fall inside the audience you used: Members from a group never includes contacts. If your organisation uses chapters and the campaign belongs to one, a contact with no chapter is filtered out. Once those are ruled out, the email log and the campaign’s CSV export show whether the message left and what the provider did with it.
Follow-ups to non-openers are built from who received the earlier campaign, minus the people the mail provider reported as bounced, complained or unsubscribed. They do not re-read the contact’s subscription field, so an unsubscribe made through the link on your Orgo page does not remove that person from the follow-up. For an audience that is checked against the field, use All subscribed contacts or a list.
Expected. The count includes only contacts that are subscribed and have an email address, and, on a campaign that belongs to a chapter, only contacts assigned to that chapter. Open the contacts list and use the Newsletter filter: the counts beside All, Subscribed, Not subscribed and Unsubscribed usually explain the gap in one glance, and a large Not subscribed number means those people were never asked rather than that they refused.
The subscription field carries no date and the contact’s Activity feed does not show the change, so the record cannot tell you. If an administrator used the button on the record, the organisation-wide Activity Log has an entry with the administrator, the contact and the time. Otherwise, narrow it down from the campaigns: the CSV export on each campaign report lists unsubscribes per recipient, and a bounce or complaint on a dated campaign explains an automatic opt-out.
The signup widget only stores someone once they click the link in the confirmation email. Until then there is no contact and no subscriber row. Ask the person to check their spam folder, and re-send by submitting the form again, which is refused for five minutes after the previous attempt so a double click does not send two emails. If they were already a member or a contact, confirming switches that existing record to subscribed rather than creating a second one, so look them up by email rather than by source.