Email marketing

Email is its own product under Marketing → Email (/dashboard/marketing/email). It is switched on per organisation; without it, Email opens the upgrade page (/dashboard/upgrade/email). Ask your ProfilePilot contact or account admin to enable Email for your organisation.

Inside Email, the email menu replaces the main sidebar. Use Back to dashboard at the top to return. Sections: Main (Dashboard, Campaigns, Newsletters, Templates, Media Library), Capture (Forms, Landing Pages), Contacts (All Contacts, Segments; Validation coming soon), Workflows (Sequences and Automations, coming soon), Analytics (Analytics, Suppression; Engagement coming soon), Deliverability (Health, Warm-up & ramp-up), and Workspace (Providers, Settings, Team, Billing).

Sending domain first. Email sends from your own domain. We recommend a subdomain such as news.yourcompany.com. Add it on Deliverability → Health (Workspace → Providers shows whether sending is active), publish the DNS records shown (three DKIM CNAMEs, a bounce MX and SPF TXT on mail.<your domain>, and a DMARC record), then click Check again to verify. SPF does not inherit from your main domain, so the mail.<your domain> TXT record is required. Step-by-step: /help/how-to-set-up-email-sending-domain.

Warm-up. New sending domains start with a daily send cap that rises over time (Deliverability → Warm-up & ramp-up). The cap protects your domain reputation and cannot be bypassed. Large lists send over several days during warm-up.

Contacts. All Contacts is the shared Marketing contact list (the same people as WhatsApp and SMS), not a second database. Import a CSV on Contacts → Import. Only import people who agreed to hear from you. Build Segments to target part of your audience.

Campaigns. Create a campaign in three steps: Audience → Message (block builder) → Schedule. Send a test email to yourself first. After sending, each campaign has one report under Analytics (sent, delivered, opens, clicks, bounces, complaints, unsubscribes). Newsletters work the same way for recurring sends.

Templates and Media Library. Start an email from one of six ready-made layouts, a blank email, or a copy of one you sent before; each creates a new draft and opens the builder. Fill in the images and button links before sending. The Media Library holds your images (PNG, JPG, GIF or WebP, up to 5 MB) and shows where each one is used; in the builder, use Choose from library on an image block.

Forms and Landing Pages. A form collects signups with your permission wording: email is required, first and last name and up to five extra questions are optional. Share the form link or paste the embed code on your website. A landing page is a simple hosted signup page with your logo and colours. New signups are added to All Contacts as subscribed (and to a list if you choose one). Addresses that bounced, complained, or that your team blocked are never re-subscribed by a form. Forms do not change WhatsApp opt-in.

Unsubscribes and Suppression. Every email has an unsubscribe link. Email unsubscribes are separate from WhatsApp STOP: opting out of email does not opt someone out of WhatsApp, and the reverse is also true. Suppression is the never-mail list (unsubscribes, hard bounces, and complaints). Suppressed addresses are skipped automatically.

Who runs email. The chip beside the page title shows the operating mode. You manage email: your team builds, imports, sets up DNS, and sends. Agency managed: your agency partner operates your organisation from the header client switcher. Managed by ProfilePilot: staff build and send for you. On a fully managed organisation, client managers see ProfilePilot runs email for you (or your agency’s name) and can only approve a campaign or request changes. Approvers do not see the builder, import, or DNS screens.

Billing. Email pricing is being finalised. Open Email → Billing to see your organisation’s plan, or contact your ProfilePilot representative for a quote.