Email campaigns

Open Campaigns under Email in the sidebar (once a workspace has email switched on) to see every draft, scheduled and sent campaign, and to start a new one.

Who you can email

Postfjord only emails people who confirmed. An automation that asks for an email in a DM can send a confirmation email, a signup form on your website sends one to everyone who signs up, and in the contact panel Ask to confirm sends one to a contact who was never asked. Each address gets one confirmation email per workspace: while it waits, a new one goes out only if the person gives the address again in a DM, at most once a day. To keep every sender's email out of spam folders, a workspace sends at most 200 confirmation emails a day and an address gets at most 3 a day from all of Postfjord. An automation's confirmation email that hits a limit waits and goes out when there is room, for up to three days.

Mark as agreed is for addresses the team typed in for someone who agreed in person, at most 20 a day and 200 in 30 days.

Starting a new email

The first email you send asks for your logo and two brand colours, saved once for every email after that. Then pick a starting point: one of ten designed starters or a blank canvas, a previous campaign, or one of your saved templates.

The starters are a newsletter, an announcement, a launch, a sale, an event invitation, a weekly schedule or menu, a welcome email, a "we miss you" email, a customer story and a founder letter. Each one shows as a preview in your own logo, colours and business name, with a line on what it suits best. They come with ready text, and every fact that has to be yours, like a name, price, date, time, address or quote, is in [brackets]. The checks stop the send until you have replaced them all, so an example can never go out by mistake. Every button already links to the website from Settings, Brand voice, and photo slots show a placeholder until you pick a photo.

The block editor

An email is a list of blocks: heading, text, image, button, a post card, a survey, a Share with a friend block, a divider and a spacer, plus two-column layouts. Click a block to select it, use the floating toolbar to move, duplicate or delete it, and drag the handle to reorder. Type a slash at the start of an empty text block, or click a plus line between blocks, to insert a new one.

Text and headings support bold, italic, links, bullet and numbered lists, and a merge tag for the recipient's first or last name with a fallback word for anyone missing it. The inspector on the right sets colours, alignment, padding, the image or link a block points to, and alt text for images. For text it also sets a style (body, intro, small print, label or quote), for headings a display size (normal, large or huge), and for both a typeface: your brand's, sans serif or serif. A block with its own background colour picks light or dark text by itself, so the words stay readable.

On a phone the rail and inspector become a bottom bar and bottom sheets: select a block to see Edit, Style, Move up, Move down, Duplicate and Delete.

Email style

Click next to the email, so no block is selected, and the inspector shows Email style. It changes the whole email at once:

• Typeface: sans serif or serif for every block that uses your brand's typeface.
• Headings: bold or regular. Regular also makes the small label text above a heading regular.
• Text size: small, normal or large for body and intro text.

Email apps show fonts in two weights only, regular and bold, so there is nothing in between. On Apple devices, text in Postfjord emails is drawn a little finer, so light text on a dark background does not look heavy.

Blocks only some people see

Any block can go to some people only. One email can then say one thing to your members and another to everyone else.

1. Select the block.
2. In the inspector, under Show to, pick who sees it: People with a tag, People without a tag or People in a segment.
3. Pick the tag or the saved segment.

Everyone else gets the email without that block. In the editor the block has a small Some people label. A block set to Everyone goes to everyone, as before.

Postfjord looks at each person when their email is sent, not when you write it. So a tag added the day before counts. A person who has more than one contact with the same email counts with the tags of all of them.

Preview has a list called Show the email as. Pick a group to see the email the way they get it, or Everyone to see every block. The checks warn you when a block points to a tag or segment that was deleted. They also warn when some people would see no block at all. Postfjord never sends those people an empty email. It skips them, and the skipped emails do not count toward your month.

A survey in your email

A survey block asks one question with a row of numbers to tap: 1 to 5, or 0 to 10 for the classic "How likely are you to recommend us?" question.

1. Add a Survey block.
2. Write the question.
3. Pick 1 to 5 or 0 to 10. You can add a word under each end, like "Not at all" and "Very much".
4. Give it a short name, like class-feedback.

When someone taps a number, a small page opens with their answer and a Send my answer button. The answer is saved when they press it. The extra press is on purpose: some company mail filters open every link in an email by themselves, and without it they would answer for the reader. The person gets a tag like survey-class-feedback-5, and the field survey_class_feedback on their contact holds the number. If they tap another number later, the new answer replaces the old one and the old tag goes. Use the tag to start an automation, for example a thank-you email for a 5, or to build a segment.

Mail services open links in emails to check them for danger. Opening the link saves nothing. Only the thank-you page saves the answer, so a check that only opens the link does not answer for someone.

Nothing is saved for someone who unsubscribed, whose address stopped working, who marked an email as spam, who asked your chat automation to stop, or whose contact was deleted. In the editor, the preview and a test email the numbers are not links.

The footer

Every email ends with the same footer, in your brand's colours: your logo (from the logo at the top of the email), your company name, address and website, icons linking to your social accounts, why the reader gets the email, and the unsubscribe and report abuse links. You see it under the email while you edit. It is not a block, so it cannot be removed: the law requires the address and the unsubscribe link in every marketing email.

Change what it shows where it comes from: company and address under Email settings, at the top of Campaigns; logo and colours under Settings, Brand kit; website under Settings, Brand voice; social icons under Email settings, in Social icons in the footer. The footer ends with a small "Powered by postfjord.com". The website has to start with https://, and Postfjord checks it before each send the same way it checks the links in the email.

Footer look

Under Email settings, in Footer look:

1. Untick Show the logo in the footer if you only want your logo at the top of the email.
2. Press Choose picture to put a picture along the bottom of the footer. It fills the bottom edge to edge, under your company name and links. A wide picture works best, like a landscape about four times as wide as it is tall. Give its top the same colour as your footer, so the two blend. Postfjord saves every upload as a JPEG, so a see-through sky turns white.
3. Press Save footer.

Your next emails get the new footer, and so do scheduled emails and automations when they go out. Only the workspace owner can change it, and the sender has to be saved first.

Social icons in the footer

Until you pick them yourself, the footer has an icon for each Instagram, Facebook, TikTok and YouTube account connected under Channels. To choose them yourself:

1. Open Email settings at the top of Campaigns and find Social icons in the footer.
2. Tick each network you want: Instagram, Facebook, TikTok, YouTube, LinkedIn or X.
3. Type the link to your page on it, like instagram.com/yourname. Each link has to be on that network's own site, and a link that sends people on to another site is refused.
4. Press Save icons.

From then on, the footer shows exactly the icons you saved, also when you connect another account later. Use my connected accounts goes back to the icons from Channels. An email that is already going out keeps its footer. A scheduled email or an automation uses the icons saved at the moment it goes out. Only the workspace owner can change the icons, and the sender has to be saved first.

Preview

The Preview button shows the email at desktop and phone width, with a real contact's name filled in or the fallback text, images on or off, and a plain-text view. When some blocks go to some people only, Show the email as shows it the way one group gets it. A dark mode toggle gives an approximate idea of how the email inverts, since real dark mode rendering varies by inbox.

Checks before you send

A checks panel runs constantly and lists anything worth fixing: an empty subject or preheader, a link with no address or that is not secure, vague link text like "click here", a merge tag with no fallback, a missing image or a photo slot that is still empty, poor colour contrast, hidden text, an oversized image, and the total size of the email. Clicking a finding jumps to the block it is about. A few checks, like whether a link actually answers, only run once you are ready to send.

Send or schedule an email

Sending is in early access: Postfjord switches it on for each workspace. Until then the Continue button in the editor says Coming soon.

1. Press Continue at the top of the editor.
2. Pick who gets it: everyone who said yes to your emails, or one of your saved groups from Contacts.
3. Press Send a test to me first if you like. The test goes to the email you log in with, marked [Test]. You can send 20 tests a day.
4. Pick Now, or Later and a time. The time is in your workspace's time zone.
5. Press Send now or Schedule.

The screen tells you before you press anything how many people said yes, how many emails you have left this month, and when everyone will have it.

Who gets it. Only people who said yes to your emails get it, and only once, even when they wrote their address in two ways. Nobody who unsubscribed or whose address stopped working gets it. People you moved over from Mailchimp get emails once Postfjord has looked at the import. People who are paused because they did not answer an email that asked if they want to stay (see Email automations) do not get it either.

How fast it goes out. A workspace sends at most 200 emails a day from the shared address, mail.postfjord.com. A bigger list goes out over several days, and the screen shows when the last part goes. Your first email goes to a small group first, and to everyone else about two hours later if nothing went wrong. A first email to more than 1,000 people waits until Postfjord has looked at it, within one working day. That counts the people it goes to when sending starts, so a list that grew after you scheduled it waits too. A workspace can have 50 emails scheduled or waiting at once. These limits keep your emails, and everyone else's, out of spam folders.

Emails each month. Each person an email goes to uses one email from your plan: 500 a month on Free, 10,000 on Solo, 30,000 on Studio and 100,000 on Agency. The size of your list is never limited: you pay for the emails you send. Tests do not count. If an email needs more than you have left, it pauses before anything is sent, and you can ask Postfjord for more.

Change or stop it. Open a scheduled email and press Edit to turn it back into a draft, fix it, and schedule it again. While it is being sent you can Pause it and Resume it, or Cancel sending. Emails you did not send are given back to your month.

When it pauses by itself. If too many addresses do not work, too many people unsubscribe or mark it as spam, or mail services start to block it, Postfjord pauses the rest and emails the owner. Nobody else gets it until Postfjord has looked at it, and we write to you within one working day. People who already got it are not affected.

What you see afterwards. Open a sent email to see how many got it, how many it did not reach, how many unsubscribed or marked it as spam, and how many clicks each link got. We count clicks on each link, and your team never sees who clicked. Postfjord only keeps that a person clicked in three cases. Two are in automations: a link you pick to start an automation, and the links in an automation email that a later yes or no email checks. See Email automations. The third is sending again to people who did not click, below. To count a click once when someone opens a link many times in the same hour, Postfjord keeps a scrambled code made from their internet address. The code expires two hours after it is made and is deleted after that, usually within a day. Press See the report for all the numbers.

The report

Sending is in early access, and so is the report. Open Email, press Reports, and pick an email. Or open a sent email and press See the report. The list shows every email that went out, with its main numbers side by side.

The report of one email shows:

• Sent and Delivered: how many emails went out, and how many the mail services took in.
• Opens: only when Postfjord has switched on counting opens for your workspace. The number is opens counted, including automatic opens. It is not unique people: one person who opens the email three times counts three times. Apple Mail opens every email by itself when it arrives, and the report says how many opens came from it. Opens that come straight from a reader's device count once per internet address and hour. Opens through Gmail's, Yahoo's or Apple's image servers may count each time, since many readers share those servers. An email counts at most 20 opens for each person it reached.
• Clicks: in total and on each link.

Clicks and opens show once the email has reached 10 people. Before that the report says "Too few to show", so a click can never point at one person.

• Unsubscribed: and how: with the button in the reader's mail app, or with the link at the bottom of the email.
• Did not arrive: addresses that do not work. Postfjord stops emailing them. Next to it, how many could not arrive for now, for example because the mailbox was full. Mail services try those again.
• Marked as spam: people who pressed Spam in their mail app. Postfjord unsubscribes them at once.
• Survey answers: for each survey in the email, how many people picked each number, how many answered and the average. Each person counts once, with their last answer.
• Over time: bars for the first hour, the next hours and the next days after sending started. Pick what to see: delivered, opens, clicks or unsubscribed. A bar for opens or clicks shows a number only from 5 up. Fewer says "Under 5", so a bar can never point at one person.

Percentages are of the emails sent, or of the emails delivered where that says more. The numbers are counted again when you open the report, or press Update numbers, once they are more than a few minutes old. Download as a spreadsheet saves all of it as a CSV file.

Fix a link after sending

A wrong link in an email that went out can be fixed from the report:

1. Press Change link next to the link.
2. Type the right address. It has to start with https:// and be on the same website this link pointed to when the email went out.
3. Press Save.

Everyone who clicks from now on goes to the new page, also people who got the email before. Postfjord checks the new page first, the same way it checks links before sending. A link cannot be sent to another website, not even your own: make a new email for that. Links in the footer, and links to a link service such as bit.ly or Linktree, cannot be changed at all, since a new page there could lead anywhere. The same goes for sites where anyone can put up a page or a file, such as Google Docs, Google Forms, Dropbox or GitHub. If the new page sends people on to another website, the change is refused too. So is a change while the safety check cannot run: try again a few minutes later. An email that Postfjord looked at before it went out keeps its links as they were checked. You can try a change 20 times an hour for each email. This keeps a link that passed the checks from being turned into a link somewhere else after it went out. The report shows when a link was changed and where it pointed before.

Send again to people who did not click

Some people miss an email the first time. You can send it once more, with a new subject, to the people who got it and did not click a link in it.

1. Open the report of an email that has finished sending.
2. Press Send again to people who did not click.
3. Write a new subject, or press Suggest subjects with Claude and pick one. The rest of the email stays the same. A link you changed from the report goes to its new page.
4. Pick a time. We suggest three days after the first email, at the same time of day. It has to be within 30 days of the first email.
5. Press Schedule.

Who gets it. People the first email reached, minus everyone who clicked a link in it. People who unsubscribed, whose address stopped working, who marked an email as spam or who stopped getting your emails since then do not get it. Someone who signed up after the first email does not get it either.

Why clicks and not opens. Apple Mail opens every email by itself when it arrives, so an open does not tell you someone read it. A click does. So Postfjord looks at clicks only, and someone who read the email but did not click gets it again.

Once for each email. Each email can be sent again one time. The report of the first email shows the second one and its numbers, and the report of the second one links back to the first. The second email goes out like any other: the same daily limits, it uses emails from your month, and it pauses by itself when something goes wrong. You can open it to Edit it or Cancel sending before it goes out. If you cancel it before it starts, you can send the first email again.

In early access. To leave out the people who clicked, Postfjord has to remember who clicked. It does that only for emails sent after Postfjord switched it on for your workspace. On an email sent before that, the report says it cannot be sent again this way. We keep only that the person clicked, not which link or when, and nobody in your team can see it. It is deleted after 45 days, or at once when you delete the contact.

This week's posts as an email

Your posts can become a newsletter by themselves. Open Email settings and find Emails from your content.

1. Turn on Make an email from this week's posts.
2. Pick the day and the time, in your workspace's time zone.
3. Pick Keep it as a draft or Send it.
4. Press Save. Only an owner can change it.

On that day, Postfjord takes the posts you published in the last 7 days, at most the newest 8. Claude writes a heading, a short intro and a few lines about each post in your brand voice. Each post gets its picture and a link to it on Instagram, Facebook or wherever it went out. The email uses your brand colours and footer, like any email you make. A week with no posts makes no email, and a week never gets two.

Writing it uses your AI budget. If the budget is spent, the email is still made, with your posts' own words, and it waits as a draft.

Your blog as an email

If your website has a blog, new blog posts can become email too.

1. Under Your blog as an email, paste the address of your blog's feed. Most blogs have one at /feed or /rss.xml, for example https://example.com/feed. Both RSS and Atom work.
2. Pick One email per blog post or One email a week.
3. Pick the time, and for one a week the day.
4. Pick draft or send, and press Save.

Postfjord checks the address the same way it checks the links in an email, then reads the feed. Posts already on your blog when you save, or when you switch it back on, never go out. With one email per blog post, Postfjord looks every day at your time and makes at most 3 emails a day, the oldest first. With one a week, the week's new blog posts go in one email, at most the newest 8. Each blog post gets its title, a few lines from Claude and a link to read it on your site.

Draft or send

Keep it as a draft puts the email under Campaigns. It says where it came from, and you read it, change it and send it like any email.

Send it schedules the email 30 minutes after it is made, so you can still open it and stop it. It gets every check an email you send gets, and goes only to people who said yes to your emails, or to the saved group you pick. Unsubscribes, addresses that stopped working, people who marked an email as spam, people who are paused and the daily limits all count. If something says no, like a check that fails, nobody who said yes yet, or no emails left this month, the email stays a draft. Campaigns says why, and so does the settings card.

Draft with Claude

The Claude panel drafts a full email from a short brief, rewrites one block to be shorter, clearer, friendlier or translated, and suggests five subject lines with preheaders. A draft can use your own recent published posts as source material. Every result is yours to review before it replaces or is added to the email, and nothing is applied automatically. Press Dictate under the brief to say it instead of typing, the same way as in the composer (Dictate the brief).

Change it by saying it

Under the email is a line where you tell Claude what to change, in your own words: "bigger heading", "use the photo from my latest post", "shorter intro", "pill shaped buttons". Press Enter, or the microphone to say it. Claude changes only what you asked for, the changed blocks glow purple, and a note says what was done. Undo puts it back in one step, Keep closes the note. With a block selected, "this" means that block.

Claude only uses images from your media library and posts, and links that are already in the email, on your website or typed in your request. If something cannot be done, nothing changes and the note says why.

From ChatGPT, Claude and other AI apps

With Postfjord connected to an AI app over the MCP server, you can ask that app to draft an email, change a draft, read a report or schedule an email. A draft from the app opens in the editor like any other, in your brand colors with your logo on top. Scheduling from the app runs the same checks as Send here and needs a key with the Schedule and publish level. The app never sends an email by itself, never changes who said yes, and never deletes a contact.

Templates

Save any campaign as a template for the workspace from the Templates tab, and delete a template you no longer need. Starting a new email from a template keeps your saved layout and copy as the starting point.

FAQ