Edumail campaigns

In this article

• What is an Edumail campaign?
• Creating an Edumail campaign
• Sending a test e-mail
• Editing an Edumail campaign
• Unsubscribing/resubscribing participants
• Viewing the status of an Edumail campaign
• Getting access to the Edumail campaigns modules

What is an Edumail campaign?

By means of an Edumail campaign, you can deliver assessmentQ questions to your participants via e-mail: 

• An easy-to-use wizard takes you through the steps to create your e-mail campaign.
• You can customize the mail template to the look and feel of your company / organization.
• When answering a question, the participants receive immediate feedback.
• You can easily follow up on the status of your campaign (how many mails have been sent to the participants, what are their scores, etc).

Creating an Edumail campaign

To create an e-mail campaign, go to Scheduling > Edumail campaigns and click the Add button at the top right.
Result: The campaign wizard is opened. You will be guided through the procedure in 5 steps:

1. Step 1 - Properties: Fill in the campaign properties.
   
   
   • Campaign name: this name will be shown in the Edumail campaigns overview.
   • Subject: select Same as campaign name if you want the e-mail subject to be identical to your campaign name. 
     Else, enter the e-mail subject of your choice. 
   • From name, From e-mail address and Reply-to e-mail
     

     Note: DNS configuration is required to avoid e-mails sent from your domain to be marked as spam. For more information, please contact Televic Education via support@televic-education.com.

   • Language: select the interface language for your campaign.
   • Template: select the template of your choice.

     Note: The Edumail templates are provided by your assessmentQ administrator. More information. 

   • Attempts: select 1 if you want the participant to answer only once to the questions in the e-mail campaign, else select Unlimited. 
   • New participants: select whether you want new participants to receive only the remaining mails or all mails of the campaign. 
   • Click Next at the bottom right.
     Result: You are now in Step 2 - Content of the campaign wizard.
     
     
2. Step 2 - Content: Add one or more assignments to your e-mail campaign.
   

   Prerequisites for assignments to be used in an Edumail campaign:

   • Assignments with fixed item selection. Adaptive or on-the-fly assignments are not supported.
   • Containing only multiple-choice questions without audio files, video files or attached documents.
   
   
   
   • In the column at the left you see the assignments that can be used in an e-mail campaign (i.e. assignments with fixed item selection containing only multiple choice questions).
     Click the assignment of your choice or use control-click to select multiple assignments. 
     

     Tip: Enter (part of) the name of the assignment in the search field at the top of the column to filter the assignments.

   • Click if you want to add the assignments you selected or click to add all assignments that are listed in the left column. 
     Result: The assignment(s) are added to the column at the right.
     The questions in these assignments will be used in your e-mail campaign.
     
     
   • Click Next at the bottom of the page.
     Result: You are now in Step 3 - Participants of the campaign wizard.
     
     
3. Step 3 - Participants: Add assessmentQ user(s) and / or user group(s) to your e-mail campaign.
   
   
   

   • In the column at the left you see the assessmentQ users and user groups in your channel.
     Click the user or user group of your choice or use control-click to select multiple users and / or user groups. 

     Tip: Enter (part of) the name of the user of user group in the search field at the top of the column to filter the users.

   • Click if you want to add the users you selected or click to add all the users. 
     Result: The selected users and / or user group(s) are added to the column at the right.
     These users will receive your e-mail campaign.
     
     
   • Click Next at the bottom of the page.
     Result: You are now in Step 4 - Timing of the campaign wizard.
     
     
4. Step 4 - Timing: Set the timing for your e-mail campaign.
   
   
   

   • Start date: the first mail will be sent on this date.

   • Frequency:

     • Every 5 minutes: this option allows you to quickly test a campaign (for example, with a number of test participants). 
     • Daily: every day or every few days on weekdays or working days at the hour of your choice. 
     • Weekly: every week or every few weeks on all weekdays or a selection of weekdays at the hour of your choice. 
       
       
   • End
     • On a specific date

       Note: If there are not enough questions available in the assignments(s) for the selected frequency and duration of the e-mail campaign, the e-mail campaign will stop before the end date is reached.

     • When all questions have been asked once
       
       
   • Click Next at the bottom of the page.
     Result: You are now in Step 5 - Overview of the campaign wizard.
     
     
5. Step 5: Verify the settings of your campaign and click Finish at the bottom right.
   

Sending a test e-mail

Proceed as follows to send a test e-mail:

1. Go to Scheduling > Edumail campaigns.
   Result: You see the overview of your Edumail campaigns. 
2. Click on the three dots next to the campaign for which you want to send a test e-mail and select Send a test e-mail.
   
    
3. Enter the e-mail address(es) of the persons to whom you want to send a test e-mail and click Send. 
   Result:
   • The test e-mail is sent to the persons whose e-mail address you added.
   • The subject of the e-mail shows (test) at the end.
   • The e-mail contains the first question of the first assignment that is added to the e-mail campaign.
   • The answer to this question is not saved and is therefore not shown in the assessmentQ reports. 

Editing an Edumail campaign

Proceed as follows to edit an Edumail campaign:  

1. Go to Scheduling > Edumail campaigns.
   Result: You see the overview of your Edumail campaigns. 
2. Click on the three dots next to the campaign of your choice and select Edit.
3. Follow the steps of creating an Edumail campaign and edit where necessary.
   

   Notes:

   • You can edit all steps as long as your campaign hasn't started. Once the campaign is in progress, you can no longer edit the content or remove participants. 
   • Adding new participants remains possible while your campaign is in progress. Depending on the setting for new participants, the newly added participants will receive only the remaining mails or all mails of the campaign. You find this setting in step 1 Properties in the Edumail wizard. 
   • You can no longer remove participants once your campaign has started, but you can unsubscribe users at any time. More information, see below.

Unsubscribing/resubscribing participants

The participants process of unsubscribing from an Edumail campaign is as follows:

1. There is a link to unsubscribe from the Edumail campaign at the bottom of every Edumail. The participant needs to click on the unsubscribe link in the Edumail.
   Result: The participant will see a confirmation that the request to unsubscribe from the campaign has been sent to the campaign manager. As a campaign manager, you will receive an e-mail with the request to unsubscribe the participant.
2. If you agree to unsubscribe this participant from your Edumail campaign, click on Confirm this unsubscription in the mail.
   Result: You will see a confirmation that the participant has been unsubscribed successfully. The participant will receive a mail confirming the unsubscription. 

As a scheduler, you can also unsubscribe or resubscribe a participant directly in your Edumail campaign:

1. Go to Scheduling > Edumail campaigns.
   Result: You see the overview of your Edumail campaigns. 
2. Click on the campaign of your choice.
   Result: You see the participants list of your campaign. Unsubscribed participants are preceded by a greyed-out icon .  
3. Click on the three dots next to the participant and select Unsubscribe or Resubscribe. 
   Result: Unsubscribed participants will no longer receive mails for this campaign. Resubscribe participants will resume the campaign. 

Viewing the status of an Edumail campaign

Proceed as follows to view the status of your Edumail campaign:  

1. Go to Scheduling > Edumail campaigns.
   Result: You see the overview of your Edumail campaigns. 
2. Click on the three dots next to the campaign of your choice and select View status.
   Result: You see the participants list of your campaign. For each participant, you see the number of e-mails that have been sent to the participant and the participant's score. 

Getting access to the Edumail campaigns module

To get access to the Edumail campaigns module, you need to have the Scheduler role including the scheduling permission Access to Edumail.
Administrators also have access out of the box, as they can see everything in the backoffice.
Other roles by default do not have access to the Edumail campaigns module.

If you don't have the required role and / or permissions, contact your assessmentQ administrator. More information.