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Messaging
The Messaging area is where you create and manage email campaigns: send emails to specific groups of members (e.g. everyone in a class, all active members, or all users). You pick a template, choose who receives the email, edit the subject and body with placeholders like {first_name}, and send now or schedule for later. The system counts how many people match the audience, sends emails in the background (respecting rate limits), and records who received the message and whether it was sent or failed.
Used by: Admin.
What the Messaging System Does
The messaging system lets staff send emails to targeted groups of members. Common use cases:
- Class reminder — Send a reminder to everyone enrolled in a specific class (e.g. "Spanish A2 — reminder: class starts tomorrow").
- Membership renewal notice — Email members whose membership is expiring soon.
- General announcement — Send an update to all active members or all users (e.g. event calendar, policy change).
You control who receives each campaign by selecting an audience (e.g. all enrollees in a class, all active members, or all users). The system shows how many people match before you send.
Routes and Where to Go
| Where | Path | What you do |
|---|---|---|
| Campaign list | /admin/messaging/campaigns | See all campaigns (draft, scheduled, sending, sent). |
| Campaign detail | /admin/messaging/campaigns/[id] | View one campaign and its send status. |
| Edit campaign | /admin/messaging/campaigns/[id]/edit | Change subject, body, audience, or schedule. |
| New campaign | /admin/messaging/new | Start a new campaign. |
How to Create a New Campaign
- Go to https://ui-admin.fly.dev/admin/messaging/campaigns.
- Click New Campaign.
- Choose a template (or start blank) — templates give you a starting subject and body; you can edit both.
- Select your audience — Choose who receives the email (e.g. all enrollees in a class, all active members, all users). The page will show the recipient count; double-check that this matches who you intend to reach.
- Edit subject line and body — Use placeholders such as {first_name}, {last_name}, {class_name}, {membership_level} so each recipient gets a personalized message. Do not remove placeholders the template relies on.
- Preview the email — Use the preview option to see how the email will look before sending.
- Send now or schedule — Choose Send now to send immediately, or pick a date and time to schedule for later.
WARNING
Once a campaign is sent, it cannot be unsent. Always preview and send a test to yourself before sending to the full audience.
TIP
Use audience filters carefully. Double-check the recipient count before hitting send so you don’t send to the wrong group.
Sending a Test First
Before sending to the full audience:
- Use Preview to review the email.
- Send a test email to your own address (use the test option in the campaign edit screen).
- Confirm the subject, body, and placeholders look correct.
- Then send or schedule the campaign for the real audience.
How to Find and Edit a Draft Campaign
- Go to https://ui-admin.fly.dev/admin/messaging/campaigns.
- In the list, find campaigns with status Draft.
- Click the campaign to open it, then click Edit (or open Edit from the campaign detail page).
- Change subject, body, audience, or schedule as needed and save. You can send or schedule from the edit screen when ready.
How to View Sent Campaigns and Send Status
- Go to https://ui-admin.fly.dev/admin/messaging/campaigns.
- Use filters or the list to find campaigns with status Sent.
- Click a campaign to open its detail page.
- Check send status: see who received the email and whether each send was sent or failed. Failed sends may show a reason (e.g. invalid address, bounce).
Campaign Statuses
| Status | Meaning |
|---|---|
| Draft | Not sent yet. You can edit and send or schedule. |
| Scheduled | Set to send at a future date/time. You can still edit or cancel before that time. |
| Sending | The system is currently sending emails in the background. |
| Sent | Sending is complete. You can view who received it and any failures; you cannot unsend. |
Summary
- Create: New Campaign → template → audience → edit subject/body → preview → send or schedule.
- Drafts: Find them in the campaign list, edit, then send or schedule when ready.
- Sent campaigns: Open from the list to view send status (sent vs failed).
- Always send a test to yourself before sending to the full audience, and verify the recipient count.
Need help? Contact Andrew.