Question 1

What is Email Marketing in Staffify?

Accepted Answer

Email Marketing lets you send campaigns and automated email flows to your CRM contacts directly from Staffify. No external email platform required.

It includes three main tools:

Templates: Design reusable email templates with a drag-and-drop builder
Campaigns: Send a one-time email blast to a segment or all contacts
Flows: Build multi-step automated email sequences triggered by contact actions

Email is sent from your verified sending domain, so emails arrive from your own domain (e.g. [email protected]) rather than a shared address.

Question 2

How do I set up my sending domain?

Accepted Answer

Go to CRM, then Email, then Domains. Click Add Domain and enter your domain. You will be shown DNS records (DKIM and SPF) to add to your domain registrar. Add the records, then click Check Status. DNS changes can take up to 48 hours to propagate. Once verified, the domain shows as Active and you can start sending. You only need to verify a domain once.

Question 3

What are email credits and how do they work?

Accepted Answer

Email credits are the billing unit for email sends, with each email consuming one credit. Enterprise accounts include a monthly allowance of free credits, with additional sends billed at your contracted rate. Standard accounts can purchase email credit packs that do not expire. Go to CRM, then Email, then Credits to see your balance and purchase additional credits.

Question 4

How do I create an email template?

Accepted Answer

Go to CRM, then Email, then Templates and click New Template. Enter a template name and optional subject line, then use the drag-and-drop editor to design your email with text blocks, images, buttons, dividers, and more. Click Save Template when done. Use merge fields to personalize emails: {{first_name}}, {{last_name}}, {{full_name}}, {{email}}, {{phone}}, {{company_name}}, {{job_title}}, {{country}}, {{timezone}}, {{current_date}}, {{current_year}}, and {{custom.field_key}} for custom fields.

Question 5

How do I create and send a campaign?

Accepted Answer

Go to CRM, then Email, then Campaigns and click New Campaign. Enter a campaign name and subject line, select a template, choose your audience (all contacts or a specific segment), then either send immediately or schedule for a specific date and time. Only contacts with a valid email address receive the campaign. Contacts who have unsubscribed or bounced are automatically excluded.

Question 6

Can I pause or cancel a campaign?

Accepted Answer

Scheduled campaigns can be cancelled before they start sending by opening the campaign and clicking Cancel. Campaigns that are actively sending can be paused to stop remaining sends in the current batch, and resumed later. Emails already sent before pausing cannot be recalled.

Question 7

How do I read campaign analytics?

Accepted Answer

Open any campaign to see its performance: Sent (total emails delivered), Opens (unique contacts who opened, deduplicated), Clicks (unique contacts who clicked a link), Unsubscribes (contacts who clicked unsubscribe), Bounces (emails that could not be delivered), and Failed (sends that failed due to technical error). Opens and clicks use unique contact deduplication.

Question 8

What are email flows?

Accepted Answer

Flows are multi-step automated email sequences. Unlike campaigns which send once, a flow runs automatically for each contact that enters it. Example use cases include a welcome sequence for new contacts, lead nurture content based on lifecycle stage, re-engagement for inactive contacts, and post-appointment follow-ups.

Question 9

How do I build an email flow?

Accepted Answer

Go to CRM, then Email, then Flows, and click New Flow. The flow builder is a visual canvas where you connect nodes: Trigger (when contacts enter), Send Email, Wait (pause before next step), Condition (split based on contact data), Check Field (yes/no branch), Update Field, Create Task, Add to Segment, Remove from Segment, Notify Team, Split (A/B random split), and Exit Flow. Click Launch to review validation and enroll contacts.

Question 10

What triggers can start a flow automatically?

Accepted Answer

Flows can start automatically based on: manual enrollment only, new contact created (any contact with email created via call, widget, import, or manual), lifecycle stage changes to a specified stage, deal stage changes to a specified pipeline stage, or contact enters a specific segment. Auto-trigger flows enroll contacts immediately when the event fires.

Question 11

What happens when a contact unsubscribes?

Accepted Answer

Every email includes an unsubscribe link. When a contact clicks it, they are immediately marked as unsubscribed, will not receive any future campaigns or flow emails, the unsubscribe is recorded in their email preferences, and analytics reflect the event. Unsubscribed contacts are excluded automatically. You cannot override an unsubscribe from within the platform.

Question 12

How are bounces handled?

Accepted Answer

When an email bounces, Staffify automatically marks the contact as do-not-email, stops any active flow enrollments for that contact, updates the bounce count on the campaign, and records the bounce history. Hard bounces and complaints are both handled the same way to protect your sender reputation. Bounce handling is fully automatic.

Question 13

How do I track email open and click rates?

Accepted Answer

Staffify tracks opens and clicks automatically. Open tracking uses a small invisible pixel added to every email. Click tracking wraps every link with a tracking URL. Note that Apple Mail with Mail Privacy Protection may pre-load pixels and slightly inflate open counts. See campaign analytics for opens, clicks, unsubscribes, and bounces. Go to CRM, then Email, then Analytics for an overview across all campaigns and flows.

Question 14

Can I send emails to a contact directly (not as a campaign)?

Accepted Answer

Yes. Open any contact profile and go to the Emails tab to compose and send a one-to-one email directly to that contact. The email thread shows both sent and received emails in one view. You can attach files up to 10 MB per file, up to 5 attachments. Direct emails use the same verified sending domain as campaigns and flows.