Email Marketing Email
  • Schedule Send an Email Campaign

    Schedule Send gives you freedom to compose email campaigns when you are able, then conveniently send them at the right time for your customers; especially when you can't be there to click the send button. Schedule Send is managed in conjunction with your email campaigns and counts toward your sent campaigns number.

    This feature is available with an integrated PMS. Schedule send is currently in beta.

    Schedule an Email

      1. Create an email campaign. For more information, see Create an Email Campaign.
      2. At the end of the email campaign window, click the dropdown next to Send Email
      3. Select Schedule Send
      4. Choose from the suggested times or Custom date and time
      5. If you select Custom date and time, choose or enter the date and time in the appropriate fields
      6. Click Schedule

    Tip: If this is a new campaign, you have the option to save it as a template for later use.

    Viewing Scheduled Campaigns

    You can view your scheduled campaigns in the Scheduled tab when Campaigns is selected under Marketing in the side menu. You can also see your campaign usage at a glance. 



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  • Create a New Email Campaign

    To send an Email to many patients or customers at once, you can create a new Email campaign. 

    To begin, go to the Weave Portal and select Updates.svg Marketing from the left navigation bar

    1. Select Campaigns from the Carrot_Down.svg dropdown menu
    2. Click the New Campaign button in the upper right-hand corner to start your new campaign
    3. Next, select Use a Template (default templates included) or Start from Scratch
    4. Complete the required fields below
      • Campaign Name: Give this campaign a name that helps you easily identify it

      • Subject: Enter the text you want to show in the ‘Subject’ line of the email

      • From Email: Enter the email address you want your email sent from for future functionality Currently Emails will be sent from a no-reply email address.

      • Headline: This is the Header for your email and will be at the top of your email’s body

    5. Adding Images: (Optional)
      1. Click the Plus.svg to add a business Logo
      2. Click the Plus.svg to add a Banner image to your email. You can select from the Weave image library or upload your own.

      Note: Images must follow these requirements:

      A logo image will resize to a height of 100px. There is no set limit for logo width. The photo will resize best if your image is a height of 200-300px. The image will be shrunk down to 100px tall but will look nice and clear in the campaigns that are sent out.

      Marketing images that you upload to the media gallery for use in your campaigns resize to a width of 640px and a height of 339px. 

      Acceptable formats for all images are .jpg, .png, .img and .jpeg. PDF files are not supported.

    6. Complete the Body Text (required).
    7. Add a Call to Action Button (optional) if desired
      • For example, if you want them to Visit Website, you can check the box to include a clickable button that will take the recipient to a link of your choice. You will add the URL to the Button Link field.
    8. Verify your business information. If this is your first campaign you will need to complete the required business information.
    9. Click the Preview button to view a preview of what your email will look like
    10. (Optional) Click the drop-down arrow to send yourself a test email, it can take a few hours before it is delivered
    11. Click Select Recipients to advance to the next screen where you will pick who you want to send your campaign to
    12. Choose to send the campaign immediately, or select the Carrot_Down.svg dropdown for schedule send options

    Note: Our email marketing feature is limited to 5 campaigns per month and a max of 3 test emails for each campaign.

    Frequently Asked Questions

    Is it possible to link text within body copy or the banner image?

    • Links can be added in the text. Google maps links will populate the address at the bottom of the email.

    Is it possible to change the layout of an email campaign?

    • It is not possible to move the elements at this time.

    Can more than one Call To Action be included?

    • Not at this time.

    Can a patient sign up to receive marketing emails?

    • Not at this time. The office can only send marketing emails to existing patients through the Weave Portal. Patients can opt out if they wish.
    Troubleshooting Tips

    Having issues getting your emails to send? Try these steps:

    • Try using the Weave Portal in Google Chrome
    • Make sure there are no missing or broken images that need to be updated in the email campaign settings 
    • If you are using a CSV, make sure it has properly uploaded
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  • Select Recipients for Email Campaign

    To send an email campaign, you will need to select the recipients to whom you want the email to be sent. Follow these instructions to select recipients for your email campaign.

    You will have two options for selecting recipients:

    1. Choose your list of customers within Weave by selecting a filtered group you have previously created (the availability of this functionality is dependent on your practice management software)
    2. Uploading a custom email list with a .csv file.
    Select a filtered group Upload a custom email list (CSV file)
    Depending on your integration with Weave, you can create a filter from your synced list of customers. Once your filters are created, you can select a filter group to use for an email campaign.
    1. Click on the Patients or Customers tab
    2. Select either Plus.svg Add Filter or select one from the created filters list

    Once you have your list of recipients ready, click send.

    After sending the Email:

    1. You will receive confirmation that your email campaign has been sent
    2. (Optional) Click Save As Template if you would like to use it again

    You will also be able to see stats on how the email campaign is doing including:

    • Number of recipients
    • Number of times opened
    • Number of clicks in the email
    • How many unsubscribed in the email
    • Date sent 

    Find all of these stats by clicking Updates.svg Email Marketing from the left side of the Weave Portal. Select Campaigns. Make sure the Sent tab is chosen at the top of the page. 


    CSV Troubleshooting

    If you get an error when trying to upload a custom email CSV file please see the list for issues that can cause an upload error:

    • The file type is not .csv

    • The column header with the email addresses does not say email (all lowercase)

    • There is a column heading that is blank, if so then delete all columns except the email column

    • Your CSV has more that 10,000 entries

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  • Email Marketing Filters

    Precisely target customers with Email Marketing Filters to more effectively market promotions, reactivate inactive customers, and keep your schedule full.

    The availability of this feature is dependent on your practice management software

    Create a Filter

    1. Click Updates.svg Marketing from the left side menu in your Weave Portal
    2. Select Filters from the Carrot_Down.svg dropdown menu
    3. Click on Plus.svg Add Filter
    4. Add a Name and Description for your new filter

      Note: A name is required in order to save your filter.

    5. Toggle on each Filter Type you would like to apply to this filter
    6. Once you’ve applied all of the filter types you want in the filter, click Save at the bottom

    Your saved Filter will then appear on the Filters page. You can apply the filter to any future email campaign you create.

    Edit a Filter

    1. Click on the Carrot_Down.svg down arrow of the filter you would like to edit
    2. Click on the Edit.svg Edit icon
    3. Make your desired changes
    4. Click Save

    Delete a Filter

    1. Click on the Carrot_Down.svg down arrow of the filter you would like to edit
    2. Click on the Trash.svg Delete icon
    3. Click Delete

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  • Email Marketing Templates

    Create your own email marketing templates or use one of the prepared default Weave templates for a professional presence in your clients' inboxes.

    To use templates:

    1. In the Weave Portal, select the Updates.svg Email Marketing Carrot_Down.svg dropdown on the left

    2. Click Templates
    3. Create your own template or click into any saved templates to preview the template

      Tip: Make sure to choose a template that applies to your vertical if using Weave templates. We have many templates for optometry, veterinarians, dentistry, and more!

    4. Don’t see a template you like? Create your own, or send us your suggestions.

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  • Upload Images to Media Gallery

    How to upload images to the media gallery:

    1. Go to the Weave Portal 

    2. Click Updates.svg Marketing from the left side menu

    3. Select Gallery from the Carrot_Down.svg dropdown

    4. Drop and drag your images file (.jpg, .png, .img and .jpeg.) into the Media Gallery or click on Browse to search your files for an image 

    Note: .pdf and .doc files are not accepted

    3. Check out the new Weave Gallery for marketing images now available for you to use in any of your email campaigns.

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