Using Campaigns

Use campaigns to send urgent health alerts and hospital news, and to promote events, classes and more. Or schedule them to become part of your automated series content and share information that patients need to know at a specific point in their care episodes.

Campaigns also let you send messages to targeted populations – both active and graduated – at any time.

 

Let’s get started

Log into SmarteXp®, click Projects on your navigation bar and select Campaigns from the drop-down menu. All campaigns are displayed in alphabetical order.

Access your campaigns through the Projects tab.

Step One: Create a New Campaign

On your campaign overview page, click the “New Campaign” button near the top right of your screen. Enter a campaign name in the blank box that appears and click “Create Campaign”.

Tip: Consider your department’s file naming conventions when naming a campaign so that it’s easy to find at a later date.

Add a new campaign with a few clicks.

Step Two: Using Campaign Templates

Click on the new campaign you created and it will bring you to a page where you can select from several campaign templates. Click a template name from the list on the left and you will see a preview of the template’s layout on the right. Just click “Use this template” to start editing.

You can make changes to the layout of a campaign template.

You can also click on “Blank template” to create your own campaign design from scratch.

Choose from several campaign templates, or start with a blank template to create your own layout.

Step Three: Edit Campaign Options

Once you have created and clicked open your campaign, click the “Options” button at the top of your screen to edit fields such as the email from name, contact email and subject line for emailed campaigns. You can also edit the text message for campaigns sent by SMS.

The email from name is what will display in the “from” field in an email recipient’s inbox. It can be your name or a hospital or department name, such as “Your Orthopedics Team”.

Tip: Making the From Name the same as the one you use for your automated messages can be a smart way to build on the recognition and trust you've already established.

The contact email must be a working email that can receive replies.

Try experimenting with email subject lines and use something short and eye-catching.

In the SMS message box, write your message as you would like it to appear on the recipient’s smartphone, Keep it short. Remember to link to your campaign by including the link between the double exclamation marks as shown. Note: Do not put “!!LINK!!” at the very end of your SMS/Text message.

Because your subscribers get the SMS messages from a number but not the name of your organization, please remember to add this code “!!HOSPITAL_NAME!!:” at the beginning of your message. The system will automatically replace it with your organization’s name when you send it out. This is a smart way to increase your open/click rates. 

Tip: At a minimum, you should have a from name, contact email and email subject line. You must also add an SMS message if you’re sending a campaign by text.

 

Set your email subject line, from name and address and SMS message text in the Options section.

Step Four: Preview a Campaign

Click the Preview button at the top of your edit window.

There are three preview options available:

  • Preview an email to see how the campaign looks in a recipient’s inbox.

  • Preview on the web to see how the campaign looks online. In most cases, the email and web versions of campaigns are nearly identical.

  • Preview an SMS to see how a text will display on a recipient’s smartphone.

Tip: Test your links when previewing your campaign.

Step Five: Test an Email or SMS Message of Your Campaign

Test your completed campaign to see how it displays before sending it to your full population. To test an email, enter the email address you want to send the email to and click Send.

To test an SMS message, enter the 10-digit mobile phone number you want to send the text to with no hyphens and +1 before and then click Send.

To send a test email to multiple recipients, separate each email with a comma and a space.

Enter the mobile phone number without hyphens.

Step Six: Schedule a Campaign

By scheduling your campaign, you can send it to your target audiences at the specific day you want, once, or multiple times. You can save time by setting all of your scheduled deployments at once!

Once you have finished editing your campaign, return to the campaign overview page and find the campaign you want to send. Click the New Schedule button.

Select your target audiences by mode and series. Mode refers to the the subset of your database that you want to send your campaign to. Series refers to the service line the campaign is coming from, for example, Joint Replacement or Pregnancy.

Tip: When appropriate, include graduates, those who have completed your Series but are still in your database. This practice keeps your connection with these patients going over time.

Next, choose the appropriate filters for the mode you selected. If you have added custom filters, or user definable fields, to your account, they will show up here.

Finally, choose to send the campaign immediately or starting on a future date. Choose to send the campaign once or repeatedly on a daily, weekly or monthly frequency. Be sure to set an end date or your campaign will keep deploying as long as there are patient records that fit your filters.

Tip: You can change the schedule of your recurring (active) campaigns at any time!

 

Step Seven: Edit Campaign Settings

On each campaign tile, you will see buttons that allow you to archive a campaign, edit its name or copy it.

Hitting archive will remove the campaign from your main Campaign view but not delete it. You can always retrieve archived campaigns by hitting the View Archived button near the top right of your screen. Return any archived campaign to the main Campaign page by clicking the red Unarchive button.

To rename a campaign, select Edit Name, enter a new name in the box provided and click Update Project.

Copying a campaign is helpful when you want to create a new campaign with a similar layout or content as a previous campaign. Simply choose Copy and a duplicate will appear next to the original campaign tile. Use the instructions above to rename the new campaign.

These buttons let you edit campaign settings.