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Practical knowledge for Swiss SMEs

Marketing & outreach

Guides for “Marketing & outreach” in : step by step, with the place in the menu, the steps and the limits.

Marketing & outreach

All chapters

Marketing & outreach

10 guides

Outreach waves

Sales | base › Sales › Outreach waves

First contact and follow-up run in waves: populating creates one draft per contact, and nothing is sent until the wave is started, and then only within the caps per day and per run. The list shows the status, figures and pause reason of each wave.

Step by step

  1. Use “New wave” to set the name, type, optionally a tag and potential, and the daily and per-run caps, then choose “Create wave”.
  2. “Populate” the wave; check the drafts under Cases.
  3. “Start” the wave and give the confirmation.
  4. If needed, “Pause” it and give a reason.

Distribution lists and senders

Sales | base › Marketing › Distribution lists

Manages target groups as a tag expression, senders with their checklist and the sending policy per purpose. A campaign can only use lists that are allowed for its sender.

Step by step

  1. Choose the area: Distribution lists, Senders or Sending policy.
  2. Under “Distribution lists”, create a list: name, short code, purpose and selection by tags (builder or JSON); the current number of recipients is shown.
  3. Under “Senders”, enter the display name, sender address, legal notice and footer, and assign the permitted lists; if you came from a campaign, “Open saved campaign” at the top takes you back.
  4. For the sender, choose “Check now”: the DNS check determines SPF, DKIM and DMARC status; there are no manual confirmation boxes.
  5. Under “Sending policy”, set for each purpose on which basis marketing is allowed.
  6. For a new sender, review the colour and logo prefilled from the company branding and adjust them as needed.
  7. On the “List archive” tab, view earlier and parked lists and use “Look up” to check for an exact address which sends it appeared in.

Sending domains

Sales | base › Marketing › Distribution lists › Sending domains

Newsletters and prospecting mails go out from your own domain through our sending service. You connect the domain, add the DNS records shown, and Sales | base checks until the sending service has verified it. Nothing is sent before that.

Step by step

  1. Under “Sending domains” enter the domain, ideally a dedicated subdomain such as newsletter.example.ch, and choose “Connect domain”.
  2. Add the records shown (SPF, DKIM, tracking, DMARC recommended) at your DNS provider using the Copy button. Replace an existing SPF record with the one shown.
  3. Choose “Check now” or wait: during the first two days the check runs automatically every hour.
  4. As soon as the domain is “verified”, create senders with addresses on that domain and start campaigns.

Delivery rules

Sales | base › Marketing › Distribution lists › Sending domains (delivery per sender domain); Newsletter › Advanced › Re-engagement

Sales | base protects the reputation of your sender domain: new addresses are checked before the first send, dormant addresses stop receiving newsletters, and with too many bounces or complaints bulk sending for the domain pauses by itself.

Step by step

  1. Under «Sending domains», check the traffic light per sender domain: hard bounces, complaints and clicks of the last 14 days.
  2. If a domain is paused, clean up the list (invalid and dormant addresses), then choose «Release again»; measuring starts afresh from the release.
  3. For dormant addresses, send a dedicated newsletter with the «Re-engagement» tick: each dormant address receives it at most once.

Security confirmation and webhook address

/sicherheit; /[mandant]/sales/verteiler

Enter a current authenticator code or recovery code to renew recovery codes, disable two-factor authentication or change its method.

Step by step

  1. Enter a current authenticator code or recovery code to renew recovery codes, disable two-factor authentication or change its method.
  2. Renew the webhook address in Sales › Marketing › Lists, then enter the new address under Notifications in the sending service. The old address becomes invalid immediately.

Terms: domain and sender for the newsletter

Sales | base › Marketing › Distribution lists › Sending domains

The domain is the part of your email address after the @. So that your newsletters do not end up in spam, you confirm it once with your DNS provider; ideally use a dedicated subdomain, e.g. newsletter.example.ch. This is the address recipients see as the sender; it must belong to a verified sending domain. A new address resets the verification status.

Step by step

  1. Under “Sending domains” connect your domain and enter the records shown with your DNS provider.
  2. Then create a sender with an address on this domain.

Campaigns

Sales | base › Marketing › Newsletters

Prepares newsletters, tests them, approves them and sends them in a controlled way. A campaign page has the areas Content, Preview, Recipients, Sending, Statistics and Archive; the emergency stop is shown in the list and under “Sending”, the monthly quota under “Recipients” and “Sending”.

Step by step

  1. Use “New campaign” to enter a name and choose “Create”.
  2. Under “Content”, enter the sender, distribution list, subject and text and save; under “Preview”, look at the result.
  3. If there is no sender yet, choose “Set up sender (new tab)” under “Content”, create the sender there, switch back to the campaign tab and click “Refresh senders”.
  4. Under “Recipients”, check who would be fixed at the start.
  5. Under “Sending”, meet the checklist: verified sender, test send, mandatory parts, recipients.
  6. Then “Approve” and “Start now” or schedule the send; under “Statistics” and “Archive”, follow progress and publish the archive version.
  7. In the image block, upload a PNG or JPEG image or choose an existing image from the campaign files; then check the preview and save.
  8. For newsletters prepared by a forum platform: under “Newsletter drafts from outside” create one key per platform with “Create key” and hand it over; the platform then creates drafts only, which you check like any other campaign.

Social

Sales | base › Marketing › Social planner

Plans, checks and publishes posts for social networks; scheduling counts as approval. The page has the areas Posts, Channels, Topic pool and Planner.

Step by step

  1. Under “Channels”, first record a channel: platform, external ID, group and own domains.
  2. Under “Posts”, use “Create as draft” to enter a post with channel, text (80 to 1,500 characters) and optionally a link and image.
  3. “Schedule” the draft and choose the time; the check must pass.
  4. Under “Topic pool”, add topics and under “Planner” set weekdays and time per group so that free slots are filled with drafts.

Multichannel version from one source

Sales | base › Marketing › Social planner › Write once, several channels

From a title, a text and optionally a link, a draft is created for each selected channel: a newsletter campaign and social posts. If AI is available, it adapts length and tone per channel; otherwise the base version applies.

Step by step

  1. In the social planner, open the “Write once, several channels” section.
  2. Enter the title, text and a link if needed, and choose the channels, for example newsletter, LinkedIn and Facebook.
  3. Choose “Create drafts”: the newsletter appears as a campaign, the social posts as drafts in the planner.
  4. Check each draft and approve or schedule it as usual.

Connecting Facebook and Instagram

Sales | base › Marketing › Social planner › Channels

You connect your Facebook page and the Instagram business account with Meta login. Posts from the planner are then published there, comments and messages arrive as cases in Sales, Lead Ads forms as leads with origin “Social Media”, and the reach per post appears in the planner.

Step by step

  1. Under “Channels” choose “Connect with Meta” and allow the pages and all permissions at Meta.
  2. On return, the Facebook page and Instagram account are available as channels; plan posts as usual.
  3. Comments and messages appear under Cases; reply directly at Meta. Lead Ads forms appear under Leads.
  4. If Meta rejects the access, “reconnect” shows on the account; likewise after a Facebook password change.

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