Campaigns

A campaign sends one email to many contacts from your own connected mailbox, a few at a time, and tracks opens, clicks, replies and unsubscribes.

Campaigns is a module (Marketing in the menu). It needs Email on and a connected mailbox (Connecting your email).

Who can do it:

¹ Or, once the person who started it has disconnected and deleted their mailbox, any owner or admin, from their own mailbox. See When the sender's mailbox is gone.

Before your first campaign

An owner or admin adds the workspace's postal address in Settings → Workspace → Business address (up to 6 lines) and clicks Save address. US law (CAN-SPAM) requires it in every campaign email, so campaigns can't start without it.

Create a campaign

1. Click Marketing.
2. Under New campaign, type a name (for example "Spring product update") and click Create draft.

Choose who it's for

Under Who it's for, pick one:

• Contacts matching filters: by Lead status (any of several), Source, Tags (has any of these, has none of these), Owner, Company, Address contains (up to 5 words, matched in the contact's address or its company's), Visits, Repeat plan and Deals. Every filter narrows the list; leave one empty to skip it. Under the filters, one sentence says who the audience is ("Customers tagged ‘Quarterly plan’, with an active repeat plan every 3 months and with no visit since Jul 1, 2026"): it is the same sentence Ask Fifi shows when it builds an audience for you.
  • Visits (needs the Booking module): No visit since a day means a visit before that day and nothing booked on or after it, upcoming bookings included; A visit since a day; or Has never had a visit; optionally only for some booking types. The day is a calendar day in the workspace owner's time zone.
  • Repeat plan (Booking): has an active repeat plan (optionally every N weeks or months), or has none.
  • Deals (Deals module): has an open deal (optionally in some stages), a won deal, or no open deal, through the contact or their company.
  • A filter on a module that has since been turned off stays in the draft but blocks Save draft and Start sending until you remove it ("This audience uses visits, but Booking is off."; the editor offers Remove it).
• Everyone at chosen companies: use Find companies to pick them (up to 500). Each company's contacts with an email address are included.

A campaign can go to up to 5,000 people. Fifi shows the count and who's left out, and why:

• no email address;
• unsubscribed;
• same address as another contact (each address gets one email).

Contacts marked Don't track email still get the campaign, but without tracking.

Write the email

Preview text (optional, up to 150 characters): the line mail apps show after the subject. It is hidden in the email itself (not in the plain-text version), can use merge fields, and is included in Send me a test. It is frozen once the campaign starts.

Choose the Email type:

• Plain text: "A simple email, like one you'd write in Gmail." Links become tracked links.
• Designed: "Blocks with images, fonts and colors. It saves as you go."

Merge fields fill in each person's details: {{first_name}}, {{last_name}}, {{company}} and {{owner_name}}. Add a fallback after a bar: {{first_name|there}} uses "there" when a contact has no first name. Use the insert buttons to add them. Merge fields can't go inside a link.

Fifi adds your workspace's postal address and an unsubscribe link at the bottom of every email.

The designer

In Designed mode:

• Add block: Logo, Heading, Text, Image, Button, Two columns, Divider, Spacer (up to 60 blocks).
• Start from a template: Newsletter, Announcement, Simple letter or Blank.
• Email settings: fonts, colors, content width (480–600 px) and button shape.
• Images: PNG, JPEG or GIF up to 2 MB. Big photos are shrunk to 1,200 px wide. From library (next to Upload) picks a photo from Marketing → Media: Fifi copies it into the email, leaves out media marked Don't use, and asks you to confirm permission for one marked Consent needed (see Media and social posts).
• Fonts: email-safe fonts (Arial, Georgia, Verdana and others) or web fonts (Inter, Lato, Montserrat, Merriweather, Playfair Display, Roboto). Web fonts fall back to a safe font in Gmail and Outlook.
• Preview shows desktop and phone.

Keep it short. Gmail cuts off emails over about 100 KB, hiding the unsubscribe link, so Fifi warns you at "Getting long" and won't start one that's "Too long to send".

Preview and test

• Preview for: pick a recipient and click Show to see their version (plain campaigns).
• Send me a test: sends it to your own address with "[Test]" in the subject, sample names filled in, and no tracking.

Campaigns drafted by Ask Fifi

If Ask Fifi, Campaigns and AI for marketing (Settings → Marketing) are on, you can ask Ask Fifi to draft a campaign ("Win back clients who haven't visited in 60 days"). It builds the audience from the filters above, shows how many people it reaches, and saves a draft campaign labelled Drafted by Ask Fifi (in the Marketing list and on the campaign), with a note saying who asked and when. After someone changes it, the label reads Drafted by Ask Fifi · edited since. Fifi cannot send, schedule or delete anything: a person reviews the words, any dates or offers and who it goes to, and an owner or admin presses Start sending as for any campaign. The Draft with Ask Fifi button beside New campaign opens Ask Fifi with a starter sentence for you to finish; it shows only when drafting is available. See Ask Fifi.

Start sending

1. Under Test and send, optionally set Send later (up to 90 days ahead).
2. Click Start sending (or Schedule).
3. Confirm. "It goes to N people from ‹mailbox›, a few a minute."

What you'll see: "Sending to N people, a few a minute." The campaign sends from the mailbox of the person who started it.

Sending pace

Fifi sends 3 emails a minute and at most 300 a day per sender mailbox, counting everything Fifi sends from it. Larger audiences take several days. This keeps you under Gmail's limits. If Gmail says to slow down, Fifi waits and carries on.

A workspace can have up to 20 campaigns scheduled, sending or paused at once.

Pause, resume or cancel

On the campaign's page:

• Pause: stops sending until you click Resume. Only the person who started it can resume, because it sends from their mailbox; anyone else sees "Only the person who started it can resume it: it sends from their mailbox." (unless that mailbox is gone, below).
• Cancel campaign: "Nobody still waiting gets it. Emails already sent stay sent, and a cancelled campaign can't be restarted."

Fifi pauses a campaign by itself if the sender's mailbox needs reconnecting or is disconnected, if the sender leaves the workspace, or if the business address is removed. The page says why.

When the sender's mailbox is gone

If the person who started a campaign disconnected their mailbox and deleted its email from Fifi, any owner or admin can resume the campaign:

1. Make sure your own mailbox is connected and working (Settings → Email). A mailbox that needs reconnecting doesn't count.
2. Open the campaign and click Resume.

The rest of the campaign goes out from your mailbox, at the same pace (3 a minute, 300 a day for your mailbox, counting everything Fifi sends from it). Emails already sent stay as they were. From then on the campaign is yours: only you can resume it after a later pause. If you have no working mailbox, Fifi says "Connect your email in Settings → Email first; campaigns go out from your own mailbox."

While the sender's mailbox still exists in Fifi (even if it needs reconnecting), only the sender can resume: they reconnect, then resume.

Results

The Marketing list shows each campaign's Status (Draft, Scheduled, Sending, Sent, Paused, Cancelled), Audience, Sent, Opened, Replied and Unsubscribed.

A campaign's page adds Clicked, Skipped and Failed, and a table of every recipient with their status and activity. Each send, open, click, reply and unsubscribe also appears on the contact's (and company's) timeline.

Opened counts include opens Fifi can't confirm (why). Clicks by link scanners in the first 2 minutes aren't counted.

Unsubscribes and suppression

Every campaign email has an unsubscribe link and a one-click unsubscribe header that mail apps like Gmail show. When someone unsubscribes:

• they see "You're unsubscribed";
• their address is suppressed for the whole workspace: no campaign from anyone in it will reach them again;
• personal emails from your team aren't affected.

There's currently no screen to see or remove suppressed addresses. If someone asks to be added back, contact Fifi support.

Troubleshooting

Related guides

• Connecting your email
• Sending email and tracking
• Workspace settings
• Contacts, companies and tags