Create Campaigns, Build Templates, and Track Results
Email is still the most effective way to stay in touch with your clients and keep your business top of mind. Pixie Dust CRM gives you a built-in email marketing system so you can send beautiful, personalized campaigns without ever leaving your dashboard.
1. Building Email Templates
Templates are the foundation of every campaign. Build them once, reuse them forever — and personalize every send with dynamic variables that fill in automatically.
The Template Editor
The drag-and-drop template editor lets you create polished, professional emails without any design skills. Add text blocks, images, buttons, and dividers — then arrange them however you like.
Personalization Variables
Variables let you insert client-specific information that fills in automatically when the email is sent. Just type the variable name wrapped in double curly braces and the system handles the rest.
{{clientName}}The client’s full name
{{firstName}}Just the first name — great for casual greetings
{{tripDates}}Their upcoming travel dates
{{destination}}The resort or destination name
{{agentName}}Your name as the sending agent
{{agentPhone}}Your phone number for easy contact
Pro Tip
Start your emails with Hi {{firstName}} instead of a generic greeting. That one small touch makes every email feel like a personal message rather than a mass send.
2. Creating and Scheduling Campaigns
A campaign is a single email send to a group of clients. You pick the template, choose who receives it, and decide when it goes out.
Choose a template
Pick from your saved templates or start from scratch. You can also duplicate an existing template and tweak it for this specific send.
Select your audience
Send to all clients, or narrow it down with segments — filter by booking status, travel date range, destination, or tags you have assigned. Only want to reach clients traveling in the next 90 days? One filter and you are done.
Write your subject line
Keep it short and compelling. You can use personalization variables in the subject line too — emails with the client’s name in the subject get opened more often.
Send now or schedule
Send immediately or pick a future date and time. Scheduled campaigns sit in your queue and go out automatically — set it and forget it.
Managing Your Campaigns
Your campaign list is organized into three tabs so you always know what is happening:
Campaigns you are still working on
Queued and waiting to send
Delivered with full stats
Audience Segments
Segments are reusable filters you can save and apply to any campaign. Create a segment like “Disney World travelers departing in Q4” once, and use it every time you want to reach that group. Segments update dynamically — as clients match the criteria, they are automatically included.
3. Tracking Campaign Performance
After a campaign is sent, you get detailed stats so you know exactly how it performed. No guesswork, no wondering if anyone read it.
Emails that reached inboxes
Recipients who opened the email
Clicks on links or buttons
Emails that could not be delivered
Each sent campaign shows these stats in real time. You can see the overall numbers at a glance, or drill into the details to see exactly which clients opened, clicked, or bounced. Use this data to refine your messaging — if open rates are low, try a different subject line. If clicks are low, make your call-to-action more compelling.
Best Practice
Send a test email to yourself before launching any campaign. Check that your variables fill in correctly, your links work, and the layout looks right on both desktop and mobile. A two-minute test saves you from a thousand “oops” moments.
4. Tips for Better Campaigns
Email marketing works best when it feels personal and timely. Here are a few tips to get the most out of every send.
- 1
Segment before you send
A targeted email to 50 clients who are traveling soon will always outperform a generic blast to your entire list. Use segments to match the message to the moment.
- 2
Keep it short
Your clients are busy. Lead with the most important information, include one clear call-to-action, and save the details for a follow-up if needed.
- 3
Time it right
Schedule campaigns for mid-morning on weekdays when open rates tend to be highest. Avoid weekends and late nights unless you know your audience checks email then.
- 4
Reuse what works
When a campaign gets great engagement, save that template and subject line pattern. You do not need to reinvent the wheel every time.
Bottom line
Consistent, personalized communication builds trust. Even a simple monthly newsletter keeps you top of mind so when your clients are ready to book their next trip, you are the first person they think of.
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