> For the complete documentation index, see [llms.txt](https://distance.gitbook.io/distance/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://distance.gitbook.io/distance/getting-started/campaigns/sending-an-email-campaign.md).

# Sending an Email campaign

### **Introduction**

Email campaigns allow your team to proactively reach customers using email while keeping responses organized in Distance. You can upload recipient lists, customize messages using variables, schedule delivery, and decide how replies should be handled.

This makes it easy to follow up with leads, share updates, request feedback, or send notifications while keeping communication tracked in one place.

***

### **How to create an Email campaign**

Navigate to the **Campaigns** section on the sidebar, then click **Create campaign** in the top-right corner to open the campaign builder page.

<div data-with-frame="true"><figure><img src="/files/gLbaKRjBybwFN6SKSPs8" alt=""><figcaption></figcaption></figure></div>

#### **Set up your campaign**

Enter a name for your campaign. This is used to identify and organize campaigns in Distance.

<div data-with-frame="true"><figure><img src="/files/EtYwk65TYbqv6HTKdaTO" alt=""><figcaption></figcaption></figure></div>

#### **Choose your goal**

Select the campaign objective from the dropdown menu.

<div data-with-frame="true"><figure><img src="/files/pRGOE1G2DXxnMCeXXuyj" alt=""><figcaption></figcaption></figure></div>

You may select one from the following options: **Sales**, **Payments**, **QA**, or **Review**. The selected goal determines the default message template.

#### **Pick your audience**

Upload a CSV file containing recipients. The maximum file size is 10 MB.&#x20;

<div data-with-frame="true"><figure><img src="/files/rEYi2geBusAFn2sJUMuz" alt=""><figcaption></figcaption></figure></div>

Upon clicking **Upload new CSV** button, you will be routed to [**Import contacts**](/distance/getting-started/contacts/how-contacts-are-created.md#importing-contacts) page.

<div data-with-frame="true"><figure><img src="/files/0e4GsquNyla16EeeffYH" alt=""><figcaption></figcaption></figure></div>

Once uploaded, **click the drop-down menu again** to select the contact list.

<div data-with-frame="true"><figure><img src="/files/VEgwCXmPzmqHPGCS4fAX" alt=""><figcaption></figcaption></figure></div>

#### **Craft your message**

First, select a channel from the dropdown menu. Available options are SMS and Email. For this article, select Email.

<div data-with-frame="true"><figure><img src="/files/gFHz29jQwbc8bGRnH3JC" alt=""><figcaption></figcaption></figure></div>

The **From** field displays the sender email address. This field is prefilled and cannot be edited directly in the campaign builder. To update the sender address, go to [**Settings** → **Email sending**](/distance/getting-started/settings/email-sending-tab.md)**.**

<div data-with-frame="true"><figure><img src="/files/uSTrGJAmyygL3bdZnktA" alt=""><figcaption></figcaption></figure></div>

Enter a **Subject** for your email. This is the subject line recipients will see in their inbox.

<div data-with-frame="true"><figure><img src="/files/8Rc5KszXNBZrBVh6PEoX" alt=""><figcaption></figcaption></figure></div>

Then customize the **Message template** using the text editor. A preconfigured message appears based on the selected goal, and available variables are displayed below the editor.

<div data-with-frame="true"><figure><img src="/files/82RybwUsBeDWndFgB10e" alt=""><figcaption></figcaption></figure></div>

Enable **Email signature** to include your configured email signature in the message. The signature can be managed under [**Settings** → **Email sending**](/distance/getting-started/settings/email-sending-tab.md).

The available variables will depend on the field headers within your selected contact list.

{% hint style="info" %}
Variables allow you to personalize your SMS messages using data from your contact list.

There are two types of variables:

* **Contact fields**. These are standard fields stored in each contact’s profile, such as name, phone number, email address, or address. These values are automatically available and commonly used for basic personalization.
* **Custom properties**. These are additional fields created from your imported CSV or contact data. For example, service type, appointment date, or account details. These allow you to tailor messages based on more specific information.

The variables available in the editor depend on the field headers included in your selected contact list. This helps ensure messages feel personalized and relevant to each recipient.
{% endhint %}

You can also use the [**Generate with AI**](#generate-with-ai-recommended) feature to quickly create a personalized email based on your goal and contact fields.

<div data-with-frame="true"><figure><img src="/files/mDZdLX3UH3vd0UQxsftZ" alt=""><figcaption></figcaption></figure></div>

#### **Reply handling**

Choose how replies to this campaign should be handled.

<div data-with-frame="true"><figure><img src="/files/llIMvG689hoa7FfRwHUV" alt=""><figcaption></figcaption></figure></div>

#### **Schedule this campaign**

Choose whether to send the first message **Now** or **Schedule for later** by selecting a date and time.

<div data-with-frame="true"><figure><img src="/files/Qc8PzDeDqYLJ58zrPiP4" alt=""><figcaption></figcaption></figure></div>

#### **Send confirmation**

Review the campaign details. Check the confirmation box confirming permission to message the contacts, then click **Send to X recipients**.

<div data-with-frame="true"><figure><img src="/files/Ab6lIc3hqUdRtK8fVYP1" alt=""><figcaption></figcaption></figure></div>

***

### **Preview panel**

On the upper-right side of the page, the **Preview** panel shows how the email message will appear to recipients.

<div data-with-frame="true"><figure><img src="/files/yn1SEqNn3O7OiTWlo7ea" alt=""><figcaption></figcaption></figure></div>

If your message includes variables, the **Preview** panel will display sample values for those variables, such as a contact’s name or other available data like job creation date or custom properties. This helps you verify how the message will look when sent.

<div data-with-frame="true"><figure><img src="/files/bOh8W4zjXDyjrE7jrECv" alt=""><figcaption></figcaption></figure></div>

If a variable appears as a variable label instead of a sample value, it means the variable is not being resolved correctly and may not be mapped to a valid field in the selected contact list.

***

### **Managing campaign replies**

When recipients reply to an email campaign, their responses appear in [**Inbox**](/distance/getting-started/inbox.md), where your team can review and manage follow-ups.

You can also configure [**campaign/automation email notifications**](/distance/getting-started/settings/notifications-tab.md#campaign-reply-notifications) to alert selected team members whenever a recipient replies, helping your team follow up promptly without manually monitoring replies.

This workflow ensures your email campaigns are accurate, personalized, and tracked in Distance, keeping your team organized and customer communications consistent.