Bulk Email Sending

Send emails to multiple recipients simultaneously using pre-configured templates and user groups.

Overview

The bulk email sender allows administrators to:

Send to User Groups: Target specific user segments
Use Email Templates: Leverage pre-configured templates with variables
Custom Recipients: Add individual email addresses
Progress Tracking: Monitor sending progress in real-time
Batch Processing: Automatic rate limiting to prevent spam issues

Getting Started

Step 1: Access Bulk Sender

Navigate to Admin Dashboard → Settings → Email System
Click on the Bulk Send tab
The interface shows configuration options and preview panels

Step 2: Select Email Template

Choose from available active templates in the dropdown
Only active templates appear in the selection
Template preview will update automatically

Step 3: Configure Template Variables

If your selected template includes variables:

Fill in each variable field that appears
All recipients will receive the same variable values
Leave blank for variables that should remain as placeholders

Step 4: Choose Recipients

Select recipient groups and/or add custom emails:

User Groups: Predefined segments of your user baseCustom Emails: Individual email addresses (one per line)

Step 5: Review and Send

Check the estimated recipient count
Preview the email content
Click "Send to X Recipients" to begin sending

Recipient Groups

Available User Groups

All Users: Every registered user in the system

Includes all user roles and statuses
Use with caution for sensitive communications

Staked Users: Users who have tokens staked

Excludes users with no active stakes
Good for governance-related communications

Administrators: Users with admin privileges

System administrators and moderators
Use for internal communications

Regular Members: Non-admin users

Excludes administrators from the list
Good for member-focused announcements

Group Statistics

Each group shows:

Name: Descriptive group identifier
Count: Number of users in the group
Filter: Criteria used to define the group

Custom Email Lists

Adding Individual Emails

Use the "Custom Email Addresses" text area
Enter one email address per line
System validates email format automatically
Invalid emails are filtered out before sending

Format Requirements

[email protected]
[email protected]
[email protected]

Valid Formats:

Standard email format: [email protected]
Plus addressing: [email protected]
Subdomains: [email protected]

Invalid Formats (will be filtered):

Missing @ symbol: userexample.com
Multiple @ symbols: user@@domain.com
Empty lines or whitespace-only lines

Template Variables

Setting Global Variables

When sending bulk emails, all recipients receive:

Same variable values: Set once, applied to all emails
Personalization limitations: Cannot customize per recipient
Static content: Variables become fixed text

Common Bulk Email Variables

Variable

Description

Example Value

dao_name

Organization name

Treem DAO

announcement

Main message content

New proposal voting is open

deadline

Important dates

March 15, 2024

action_url

Call-to-action link

https://app.treemdao.com/vote

contact_email

Support contact

[email protected]

Best Practices for Variables

Use generic values: Avoid user-specific information
Test with previews: Verify variable replacement works correctly
Provide meaningful content: Don't leave variables empty
Document purposes: Keep track of what each variable represents

Sending Process

Batch Processing

The system sends emails in batches to prevent:

Rate limiting: Avoiding SMTP provider limits
Spam classification: Preventing bulk email penalties
System overload: Managing server resources efficiently

Default Settings:

Batch size: 10 emails per batch
Delay between batches: 1 second
Progress tracking: Real-time updates

Progress Monitoring

During sending:

Progress bar: Shows completion percentage
Status updates: Real-time sending status
Batch tracking: Number of batches completed
Error handling: Failed sends are logged

Error Handling

If errors occur during sending:

Partial success: Some emails may be sent successfully
Error logging: Failed attempts are recorded
Retry logic: System may attempt to resend failed emails
Admin notification: Significant errors trigger alerts

Recipient Management

Duplicate Handling

The system automatically:

Removes duplicates: Same email address from multiple sources
Preserves groups: Maintains group membership information
Combines lists: Merges user groups and custom emails
Final count: Shows accurate recipient count

Email Validation

Before sending, the system:

Format validation: Checks email address syntax
Domain validation: Basic domain format checking
Blacklist checking: Removes known invalid domains
User preferences: Respects user email preferences

Security and Compliance

Email Preferences: The system respects user email preferences:

Users who disabled marketing emails are excluded from promotional bulk sends
Security notifications cannot be disabled
Users can opt out of newsletters and governance notifications

Unsubscribe Handling:

All bulk emails should include unsubscribe options
Users can manage preferences in their profile
System honors opt-out requests automatically

Spam Prevention

Rate Limiting:

Automatic delays between batches
Configurable sending speeds
SMTP provider compliance

Content Guidelines:

Avoid spam trigger words
Include proper sender identification
Provide clear unsubscribe options
Use authenticated sending domains

Analytics and Tracking

Bulk Send Metrics

After sending, track:

Total sent: Number of emails successfully delivered
Delivery rate: Percentage of successful deliveries
Bounce rate: Failed delivery percentage
Error details: Specific failure reasons

Integration with Email Analytics

Bulk sends appear in the main email analytics:

Recent Activity: Shows bulk send campaigns
Template Usage: Tracks which templates are used most
Performance Metrics: Overall system health

Use Cases

Governance Communications

New Proposal Announcements:

Template: new_proposal_notification
Recipients: Staked Users (voting eligible)
Variables: proposal_title, voting_deadline, proposal_url

Voting Reminders:

Template: voting_reminder
Recipients: Staked Users who haven't voted
Variables: proposal_title, time_remaining, vote_url

System Announcements

Platform Updates:

Template: system_update
Recipients: All Users
Variables: update_summary, changelog_url, maintenance_window

Security Notifications:

Template: security_alert
Recipients: All Users
Variables: issue_description, action_required, support_url

Marketing Communications

Newsletter Distribution:

Template: monthly_newsletter
Recipients: Users with newsletter enabled
Variables: month_name, highlights, newsletter_url

Event Announcements:

Template: event_invitation
Recipients: Regular Members
Variables: event_name, event_date, registration_url

Best Practices

Planning Bulk Sends

Define purpose: Clear communication objectives
Target audience: Choose appropriate recipient groups
Content review: Proofread templates and variables
Timing consideration: Send at optimal times for your audience

Testing Strategy

Template testing: Preview templates before bulk sending
Small test groups: Send to administrators first
Variable verification: Ensure all variables are properly set
Delivery testing: Verify emails reach different email providers

Monitoring and Follow-up

Track metrics: Monitor delivery and engagement rates
Handle bounces: Address failed deliveries promptly
User feedback: Respond to user inquiries about bulk emails
Adjust strategy: Improve future campaigns based on results

Troubleshooting

Common Issues

No Recipients Selected:

Verify user groups are selected or custom emails are entered
Check that selected groups contain users
Ensure email addresses are properly formatted

Template Variables Empty:

Fill in all required template variables
Preview template to verify variable replacement
Check template configuration for required variables

Sending Failures:

Verify SMTP configuration is working
Check email provider sending limits
Review error messages in recent activity logs

Low Delivery Rates:

Check sender reputation with email providers
Verify domain authentication (SPF, DKIM)
Review email content for spam indicators

This bulk email system provides powerful capabilities for reaching your DAO community while maintaining security, compliance, and deliverability best practices.

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Last updated 18 days ago

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