Before you start
Have these ready. Each one blocks a step further down, and finding out late means resending mail.- A sender address you control on your own domain, not a personal mailbox
- Access to your domain’s DNS, if you want mail to leave as your address instead of
no-reply@orgo.space - A written answer to “who should receive what”: what goes to everyone, what to one chapter, what to a saved segment
- A decision on language, knowing that automatic email is written in the organization’s default language and only English, Romanian and German exist
-
ADMIN_TENANTon your own account, because every setting below lives in Settings
What to turn on
Everything in this table needsADMIN_TENANT, because all of it lives in
Settings.
Who does the day-to-day work
The module settings above are admin work you do once. Sending is a separate set of permissions, assigned per person. See Assigning permissions.Setup order
Do these in order. Steps 1 and 2 change what every later email looks like, so doing them last means resending things.The three settings screens in steps 3, 5 and 6 have no Save button. Each switch
saves as you flip it and a Saving indicator appears while it does.
1
Fix the sender identity
Set your contact email under Settings → Organisation, then ask
support to verify it for sending. Verification needs DNS records on your
domain, so it is not a switch you can flip in Settings yourself.Until it is verified, mail leaves as
no-reply@orgo.space with your contact
address as Reply-To. See Emails.Done when mail your members receive arrives from your own address rather
than no-reply@orgo.space.2
Set the organization language
Settings → Customization → Languages. Automatic email is written
in the organization’s default language, not the recipient’s, and only
English, Romanian and German exist. Anything else falls back to English. See
Languages.Done when the default language on that screen is the language you want
every automatic email written in.
3
Decide what automatic email goes out
Settings → Notifications & Email Campaign → Emails Config groups
every automatic email into categories (User Lifecycle, Membership & Fees,
Adhesion and the rest) with a switch each. Walk them before you invite
anyone, so members do not receive a reminder ladder you have not read. See
System emails.
4
Rewrite the templates that do not sound like you
Email Templates, in the same menu, gives you the subject and body of one
automatic email at a time, with placeholders and a per-template Enabled
switch. Note that a customized template has no language: your version is
used for every recipient. See
Email templates.Done when the emails a new member meets in their first week read like
your organization wrote them.
5
Set the notification defaults before importing members
Notification Preferences, same menu. These are the settings new accounts
are created with: newsletter, push, and email for comments, tasks, votes,
events, mentions and discussions.They are applied once, at account creation. Changing them later does nothing
for anyone who already exists, so get them right first. See
Notifications.
6
Turn on the campaign module
Settings → Notifications & Email Campaign → Email Campaigner →
Enable Email Campaign Module, then grant 
COMMUNICATION_TENANT to
whoever writes campaigns. See Newsletter.7
Build the audiences you will reuse
Administration → COMMUNICATION → Lists & Segments. A saved list
is the only audience you can define by a question about the people
themselves. See Lists & Segments for the criteria,
and Email lists for how a list behaves once
email starts moving.
8
Collect subscribers from your website
Embed a signup widget so new subscribers
land in Orgo as contacts rather than in a spreadsheet. Set Default
Newsletter Widget UUID on the Email Campaigner screen to decide which
widget is served when a page asks for your organization’s widget without
naming one.Done when a test signup on your own site appears in Orgo as a contact.
9
Design one reusable template
Open any draft campaign and switch to the Content tab: that is the
drag-and-drop newsletter builder. Build the
house style once, then save it as a campaign template so month two is a copy
rather than a rebuild.
10
Send a test, then the first campaign
Send test to your email, in the campaign header, renders the
placeholders against your own record, which is the only reliable way to
catch an empty field. Then Send, or set a time on the Schedule tab
at least 2 minutes ahead on a 15-minute boundary. See
Newsletter.Done when the campaign shows Sent and its Report tab starts filling
in as delivery events arrive.
Choosing the right channel
The most useful table on this page. Find the row that matches what you are about to send, then check the last column before you write it.
Two rules follow from that table. Anything that is about the individual (their
fee, their ticket, their password) is a system email and must not be reproduced
as a campaign. Anything that is a conversation belongs in discussions, because a
campaign has no reply path beyond your Reply-To mailbox.
Recipes
Worked examples, not defaults. Adapt the criteria and names.Example 1: a monthly member newsletter to a saved segment
1
Build the segment once
Administration → COMMUNICATION → Lists & Segments → create an
Automated by criteria list, profile type Members Only, member status
Active Only. Add criteria; they always combine with AND. Needs
COMMUNICATION_TENANT or HR_TENANT.2
Save the design as a campaign template
Build the layout once in the builder and
save it under Campaign templates, so month two is a copy rather than a
rebuild.
3
Create the campaign
Email campaigns → new campaign. On the Configure tab, campaign title
is internal and email subject is what members see. In Recipients, choose
From a list and pick your segment. The number next to the option is the
subscribed count, not the list total.
4
Test, then schedule
Send test to your email, then schedule at least 2 minutes ahead on a
15-minute boundary. Because the list is automated, it is resolved again at
send time, so members who joined since you drafted are included.
5
Next month
Duplicate campaign on last month’s send, or Start Campaign from the
template. Both keep the settings so only the content changes.
Example 2: an announcement to one chapter only
1
Give the chapter's communicator COMMUNICATION_LOCAL
They see Email campaigns and nothing else in the COMMUNICATION section,
and inside a campaign only the Members from a group audience. Tenant-wide
audiences, saved lists and event audiences are hidden.
2
They pick their own group
A local center, group or role group they manage. Members outside their
center cannot be reached: the center boundary is applied again when the send
is resolved, on top of whatever audience was chosen.
3
If you are sending centrally instead
A
COMMUNICATION_TENANT holder gets the same result two ways: Members
from a group pointed at that local center, or All members and contacts
narrowed with the local center dropdown.Example 3: an event follow-up to the people who did not open it
1
Send the first email from the event
Send email for participants on the event files the campaign under that
event’s messages and unlocks the event placeholders (
{eventTitle},
{eventDateBegin}, {eventRegisterUrl} and the rest). Needs
EVENT_TENANT, or a communication permission.2
Read the report, then wait a day
A sent campaign opens on its Report tab: Sent, Opened, Clicks, Bounce
and Unsubscribed, each with the percentage underneath, over a campaign
details card recording the subject, sender, audience and send date.
3
Follow up with non-openers
On the sent campaign, Follow up with non-openers (the count is in the
button) creates a draft named “Follow-up: …” locked to people who received
the original and never opened it, minus anyone who bounced, complained or
unsubscribed.The button sits in the campaign header next to Duplicate campaign, and
only while that count is above zero. A campaign everyone opened does not
offer it.
4
Change the subject line, then send
The audience is recalculated at send time, so late openers drop out. If
nobody is left, Orgo refuses both the copy and the send.
Deliverability and consent
Four things a customer has to get right. Verified sender identity. The From address is your contact email only after Orgo has verified it, which needs DNS records on your domain and is done by support rather than in Settings. Until then mail leaves asno-reply@orgo.space.
Reply-To is your contact email either way, verified or not. A
custom domain hands you the DKIM records and the two
bounce. records that make SPF align with your own domain; the DMARC policy and
the SPF record on your apex remain yours to maintain.
Unsubscribe handling. Campaign email carries one-click unsubscribe headers,
so a member can opt out from the mail client without opening the message. If your
design contains no {unsubscribeUrl}, Orgo appends an unsubscribe footer before
sending. You cannot re-subscribe someone on their behalf.
An unsubscribe applies to every account sharing that email address, in every Orgo
workspace, because it matches on the address rather than the account.
Which sends ignore subscription flags. Three cases, all deliberate:
- System emails. A renewal reminder, invoice or ticket confirmation goes to the person it concerns whether or not they unsubscribed and whether or not they are in any list. Only the Emails Config category switch or the per-template Enabled switch stops one.
- Event attendee campaigns. As above, the subscription flag is not consulted.
- Membership and role change notifications. When an admin adds someone to a group or changes their roles, the member is emailed and no preference switches it off.
?lang= parameter on a link opens the platform in that language
regardless.
Limits worth knowing before you start
Troubleshooting
The campaign says Sent but nothing seems to have been delivered
The campaign says Sent but nothing seems to have been delivered
Take these in order.
- Open the campaign’s Report tab. Sent counts recipients with a delivered or bounced event from the mail provider, so a Sent figure of zero means nothing left the platform, and a high bounce figure means it left and was rejected.
- Check the recipient count on the audience. A list of 900 with 620 subscribed sends to 620, and an audience whose members are all inactive or have no email address resolves to nobody.
- If the campaign belongs to a local center, remember the center boundary is applied on top of the audience, so a tenant-wide list can resolve to a handful of people.
- Check whether the send is still in flight. Recipients go out at three per second per worker, so a large campaign is still arriving for several minutes after the status changes.
A member says they never got it
A member says they never got it
Answer it with the email log rather than by
reasoning about settings. A campaign writes one log entry per recipient,
tagged Newsletter and linked to the campaign.
- No row at all: they were not in the resolved audience. Check the account is Active, has an email address, and has newsletter email on in their notification settings, since all three are required for every audience except event attendees.
- A row with the wrong address: an old address, a typo, or a placeholder address left by a data import.
- A row with the right address: it left Orgo. Ask them to check spam and quarantine, and check the campaign report for a bounce or complaint against them.
- Subject starting with FAILED: it was queued and could not be delivered after repeated attempts, and the entry records why.
A member unsubscribed in one workspace and stopped receiving from another
A member unsubscribed in one workspace and stopped receiving from another
Expected, and the most confusing behaviour in this area. Unsubscribe links
match on the email address, not on the account, so one click switches that
category off for every Orgo account sharing the address, across
organizations. The one-click header does the same for all categories at once.The fix is to turn the categories back on per account, on each affected
profile’s Notifications tab. Nothing else is needed: the person is not
removed from any list, and list membership and subscription state are
independent of each other.Worth knowing while investigating: opening an unsubscribe URL with a plain
GET never unsubscribes anyone. It redirects to the preferences page, so link
prefetchers in mail clients cannot opt someone out by accident.
A member set Daily or Weekly and no digest ever arrives
A member set Daily or Weekly and no digest ever arrives
A digest run only picks up members with at least one unread discussion
notification in the window. Comments, events, mentions, votes and task
activity never trigger one, so a member whose groups are quiet gets nothing
however the frequency is set.Then check, in order: that the member is Active, that their address is
valid, that the frequency on their profile actually matches the run (daily
looks back 25 hours, weekly looks back 7 days, so someone who chose Weekly
just after the weekly run waits almost a week), and that this is not a demo
organization, which never sends notification email at all.Also note that sending a digest marks every unread notification read for
that member, not only the ones listed in it, so the bell badge clearing is
not evidence that they read anything.
Members complain about the volume of email
Members complain about the volume of email
Work on the individual profile’s Notifications tab, not on the tenant
defaults: the defaults are seeds applied once at account creation and
changing them does nothing for anyone who already exists.Set New discussion to Daily or Weekly first, since discussions are
usually the bulk and the only category that batches. Then switch off the
individual categories they object to. If the volume persists, the traffic is
coming from something with no toggle: membership and role changes always
email, and system email follows the Emails Config switches instead of member
preferences.
We want one announcement to reach everyone, including people who unsubscribed
We want one announcement to reach everyone, including people who unsubscribed
There is no override, by design. Unsubscribing stops campaigns, and no
audience except event attendees ignores it. If the message is genuinely
about the recipient’s own membership (a fee change, a governance
obligation), it belongs in the system email that already covers that event,
or in a new one, rather than in a campaign that consent rules exclude people
from.
Setup checklist
The setup order above, in the form you can tick off. Two lines are conditional: the manual-list permission only matters if you keep manual lists, and the widget only matters if you collect subscribers from a website.- Contact email set under Settings → Organisation, and verification requested from support
- Default language set under Settings → Customization → Languages
- Every Emails Config category reviewed and switched on or off deliberately
- Templates that did not sound like you rewritten under Email Templates
- Notification Preferences set before any member import, since they apply only at account creation
- Enable Email Campaign Module on, and
COMMUNICATION_TENANTgranted to whoever writes campaigns -
ADMIN_TENANTgiven to anyone who maintains manual list membership - The lists and segments you will reuse built, each showing a subscribed count
- A signup widget embedded on your website, and Default Newsletter Widget UUID pointed at it
- One house-style design saved under Campaign templates
- A test send checked in your own inbox, with every placeholder filled in
Related
- Newsletter - composing, audiences, sending and campaign reporting
- Emails - sender identity, language and how a message gets sent
- Notifications - in-app, push and email delivery, and member preferences
- Lists & Segments - building the audiences campaigns send to
- Discussions - the two-way channel, and where most notifications come from