Managing email marketing subscribers

You can manage email marketing subscribers in the following ways:

You can also import and export subscribers:

If needed, you can store custom information on your email marketing subscribers:

To learn about the legal side of the anti-spam law, visit our blog posts regarding opt-ins and opt-outs.

Managing all email marketing subscribers

You can manage all email marketing subscribers on the Subscriber management -> All subscribers tab of the Email marketing application.

Displaying to which email marketing campaigns a subscriber is subscribed

You can display an overview of all the email marketing campaigns to which someone is subscribed in one place.

  1. Open the Email marketing application.
  2. Switch to Subscriber management -> All subscribers.
  3. Edit a subscriber.
  4. Switch to the Subscriptions tab.
  5. Here, you can see the email marketing campaigns to which the subscriber is added.

Viewing to which email marketing campaigns a subscriber is subscribed

Adding a subscriber to multiple email campaigns at once

  1. Open the Email marketing application.
  2. Switch to the Subscriber management -> All subscribers tab.
  3. Edit a subscriber.
  4. Switch to the Subscriptions tab.
  5. (Optional) Enable the following options:
    • Send email confirmation to the subscriber - enable before performing an action, the system then sends a notification email to the affected subscribers, informing them about the changes in their subscriptions.
    • Require double opt-in - enable before adding a subscriber to email campaigns. Subscriptions that have double opt‑in enabled will be inactive (rejected) until the user confirms them or the Approve action is manually selected in the list of email campaigns.
  6. Select specific email campaigns.
Duplicate subscriber addresses

Even though all regular email campaign subscribers need to have a unique email address, it is still possible to have a single address subscribed to an email campaign multiple times through users, roles, contact groups or personas. In these cases, the system filters out the duplicate addresses when sending the emails. This way each email address only receives the campaign email once.

Managing individual subscriptions

You can manage individual subscriptions through the following actions of the Subscriptions tab:

  • Remove from subscribers - deletes the subscription.
  • Approve subscription - manually approves the subscription to the selected email campaign. Only approved subscribers receive campaign emails.

To apply these actions to multiple email campaigns:

  1. Mark the email campaigns using the boxes on the left side of the list.
  2. Choose an action in the selector below the list.
  3. Click OK.

Removing subscribers from all email campaigns

  1. Open the Email marketing application.
  2. Switch to the Subscriber management -> All subscribers tab.
  3. Delete () the subscriber that you want to remove from all email campaigns.

Managing subscribers in specific email campaigns

You can work with the subscribers of individual email campaigns by editing a specific email campaign.

Adding subscribers to an email campaign

  1. Open the Email marketing application.
  2. On the Email campaigns tab, Edit a campaign.

    Editing an email marketing campaign

  3. Switch to the Subscribers tab.
  4. (Optional) Enable the following options:
    • Send email confirmation to the subscriber - enable before performing an action, the system then sends a notification email to the affected subscribers, informing them about the changes in their subscriptions.
    • Require double opt-in - enable (only available if the email campaign has double opt-in enabled) if you want the added subscriptions to be inactive (rejected). The subscribers themselves have to confirm the subscription or you have to Approve them manually.
  5. Here, you can add different forms of recipients as subscribers:
    • Add subscribers - allows you to select from a list of all campaign subscribers on the website.
    • Add users - allows you to select from the registered users of the current site. The user has to be enabled in order to receive any emails. The only supported action for added disabled users is removing the user from the subscriber list.
    • Add roles - allows you to select from the roles of the current site (the email campaign sends emails to all members of the selected roles). The users assigned to the roles have to be enabled in order to receive any emails.
    • Add contact group - allows you to select on‑line marketing contact groups (all contacts that belong to the selected groups are added as subscribers).
    • Add contacts - allows you to select from a list of all contacts.
    • Add personas - allows you to select from a list of personas.
       
Duplicate subscriber addresses

Even though all regular email campaign subscribers need to have a unique email address, it is still possible to have a single address subscribed to an email campaign multiple times through users, roles, contact groups or personas. In these cases, the system filters out the duplicate addresses when sending the emails. This way each email address only receives the campaign email once.

Removing and approving subscribers in individual campaigns

  1. Open the Email marketing application.
  2. On the Email campaigns tab, Edit a campaign.

    Editing an email marketing campaign

  3. Switch to the Subscribers tab.
  4. (Optional) Enable Send email confirmation to the subscriber - the system then sends a notification email to the affected subscribers, informing them about changes to their subscription.
  5. Here, you can perform the following actions:
    • Remove - removes the email address, user, role or contact group from the email campaign.
    • Approve - manually approves the given subscription. Only approved subscribers receive campaign emails.

Displaying who unsubscribed from all email campaigns

You can view the recipients who opted to be unsubscribed from all email marketing campaigns.

  1. Open the Email marketing application.
  2. Switch to the Subscribers -> Opt-out list tab.

Manually unsubscribing recipients from all email marketing campaigns

You can manually unsubscribe individual recipients (email addresses) from all email campaigns.

  1. Open the Email marketing application.
  2. Switch to the Subscriber management -> Opt-out list.
  3. Click on Unsubscribe someone.
  4. Enter the email address you want to unsubscribe.
  5. Save.

The unsubscribed email will not receive any more marketing emails. The system will still be able to send standard and transactional email to the address.

Removing recipients who unsubscribed from all email marketing campaigns

You can remove the recipients (email addresses) that unsubscribed from all email campaigns.

  1. Open the Email marketing application.
  2. Switch to the Subscriber management -> Opt-out list.
  3. Remove () the subscriber.

The recipient (email address) starts receiving emails from all the campaigns it is subscribed to.

Importing subscribers and performing mass actions

If you need to add or modify a large number of subscribers, you can use the import tool to save time.

  1. Open the Email marketing application on the Subscriber management -> Import subscribers tab.
  2. Select one of the following actions:

    • Subscribe imported users to selected email campaigns - subscribes imported users to the selected email campaigns.
      • Do not subscribe existing users to selected email campaigns - only updates the names of existing subscribers with matching email addresses.

    • Unsubscribe the users from selected email campaigns - removes the imported users from the selected email campaigns.
    • Delete the subscribers - deletes subscribers matching the imported data from the system.

  3. Prepare a list of subscribers in the following format: email;firstname;lastname

    • The name sections are optional. The following examples are all valid:

    david.scott@localhost.local;David;Scott
    mary.jones@example.com;;Jones
    frank.maguire@localhost.local;Frank
    monica@localhost.local
  4. Copy the import list into the List of subscribers to be processed text area.
    • Each record must be on a new line.

  5. Click Add email campaigns to select the target campaigns for the subscribe or unsubscribe actions.

    • If you check Send email confirmation to the subscriber box before performing the import, the system sends a notification email to the entered addresses, informing them about the changes in their subscriptions.
    • If you check Require double opt-in, subscriptions to email campaigns that have double opt-in enabled will be inactive (rejected) until the users confirm them.
  6. Click Start.

The system performs the selected mass action.

  • A dialog appears showing the progress of the action.
  • You can Cancel the operation at any time.
  • If one of the input lines contains an invalid entry, the import is not processed for any of the records and the page displays an error.

Importing subscribers into particular email campaigns

Exporting subscribers

If you need to export a list of subscribers to another application:

  1. Open the Email marketing application on the Subscriber management -> Export subscribers tab.
  2. Click Add email campaigns to export subscribers from specific email campaign.
    • Do not select any email campaigns if you want to export all subscribers on the website.

  3. Select one of the Export subscribers options to limit the output according to the approval status of subscriptions (for email campaigns with double opt-in enabled).
  4. Click Export.

The subscribers are exported in format:

  • email;firstname;lastname

You can copy the output to a file or external application.

Alternatively, you can also export subscriber data into other file formats (XLSX, CSV, XML) using the general export feature, which is available for all lists of data in Kentico. 

  1. Open the Subscriber management -> All subscribers tab (either in the main menu or when editing a specific email campaign).
  2. Click  in the Actions column header of the subscriber list.
  3. Select one of the export formats.

For more details, refer to Exporting data from the user interface.

Creating custom email marketing subscriber fields

You can store additional data for email campaign subscribers, you can add your own custom fields:

  1. Open the Modules application.
  2. Edit Email marketing.
  3. On the Classes tab, edit the Newsletter - Subscriber class.
  4. Define any required fields on the Fields tab.

Note: The default fields must remain unchanged to ensure that the application works correctly.

The values of custom fields can be entered manually on the General tab, filled in by users who subscribe through an appropriately configured Custom subscription form web part, or populated via the API.