Campaigns Management Guide
Manage your marketing campaigns and brand presence
The Campaigns Management feature provides a centralized hub for organizing and managing your marketing initiatives and brand presence. Create brands to represent different businesses or product lines, then launch targeted campaigns with specific use cases to engage your audience effectively through AI-powered messaging.
Understanding Campaigns
The Campaigns Management system is built around two core concepts: Brands and Campaigns. Think of brands as the foundation—representing your business entities, product lines, or client accounts—while campaigns are the specific marketing initiatives you run under each brand.
💡 Key Concept: Brands are the containers for your campaigns. Before creating a campaign, you need to set up at least one brand to associate it with. This organizational structure helps you manage multiple businesses or product lines efficiently.
Campaigns Dashboard Overview
The Campaigns page features a clean, tabbed interface that allows you to switch between viewing your brands and campaigns. At the top of the page, you'll find:
- Page Title: "Campaigns" with the subtitle "Manage your marketing campaigns and brand presence"
- Search Bar: Quickly find specific campaigns or brands by name
- Create Campaign Button: "+ Create Campaign" to launch the campaign creation wizard
- Two Main Tabs: Switch between "Brands" and "Campaigns" views
Managing Brands
The Brands tab displays all your registered brands in a comprehensive table format. This is where you organize your business entities before launching campaigns.
Brands Table Columns
Brand Name
The official name of your brand or business entity. This is how the brand will be identified throughout the platform. Examples include company names, product lines, or client accounts.
Industry
The sector or industry your brand operates in. This helps categorize and filter brands, making it easier to manage multiple businesses across different verticals. Examples: Hospitality, E-commerce, Healthcare, Education, Real Estate, etc.
Campaigns
The total number of campaigns associated with this brand. This gives you a quick overview of how active each brand is in terms of marketing initiatives. Click on this number to view all campaigns for that specific brand.
Status
Indicates whether the brand is currently active or inactive. Status options typically include:
- Active: Brand is operational and can be used for campaigns
- Inactive: Brand is temporarily disabled and campaigns won't run
- Archived: Brand is no longer in use but kept for historical records
Creating a New Brand
To create a new brand, you'll typically need to provide the following information:
Brand Information
- Brand Name: A unique, descriptive name for your brand
- Industry: Select from predefined categories or enter a custom industry
- Description: Brief overview of what the brand represents
- Brand Logo: Upload a logo image for brand recognition (optional but recommended)
- Brand Colors: Define primary and secondary colors for consistent branding
- Contact Information: Email, phone, website, and social media links
Brand Settings
- Default Language: Primary language for this brand's communications
- Timezone: Default timezone for campaign scheduling
- Default Assistant: Which AI assistant will handle this brand's campaigns
Brand Actions
For each brand in your list, you can typically perform the following actions:
- View Details: Click on a brand name to see complete information and statistics
- Edit Brand: Modify brand information, settings, and visual identity
- View Campaigns: See all campaigns associated with the brand
- Activate/Deactivate: Toggle brand status to control campaign availability
- Delete Brand: Remove a brand (only if no active campaigns are associated)
Managing Campaigns
The Campaigns tab displays all your marketing campaigns across all brands. This is your central command center for viewing, creating, and managing campaign initiatives.
Campaigns Table Columns
Campaign Name
A descriptive name for your campaign that clearly identifies its purpose. Use naming conventions that make it easy to find and understand campaigns at a glance. Examples: "Summer Sale 2024", "New Guest Welcome Series", "Post-Event Follow-up Q4"
Brand
Shows which brand this campaign belongs to. This allows you to quickly identify campaigns by their associated business entity. Click on the brand name to view all campaigns for that brand or to access brand settings.
Use Case
Categorizes the campaign by its primary purpose or objective. This helps you organize and filter campaigns based on their goals. Common use cases include:
- Customer Onboarding: Welcome sequences for new customers
- Promotional Campaign: Sales, discounts, and special offers
- Event Marketing: Conferences, webinars, and events
- Customer Feedback: Surveys and review requests
- Re-engagement: Win-back inactive customers
- Educational: Tips, tutorials, and valuable content
- Transactional: Order confirmations, shipping updates
- Seasonal: Holiday and seasonal campaigns
Status
Indicates the current operational state of your campaign. Status types include:
- Draft: Campaign is being created but not yet launched
- Scheduled: Campaign is set to launch at a future date/time
- Active: Campaign is currently running and sending messages
- Paused: Campaign is temporarily stopped but can be resumed
- Completed: Campaign has finished its scheduled run
- Archived: Campaign is no longer active and stored for records
Creating a New Campaign
Click the "+ Create Campaign" button to launch the campaign creation wizard. The campaign creation process typically involves several steps:
Step 1: Campaign Basics
Campaign Name *
Description: Enter a clear, descriptive name for your campaign.
Best practices: Include the purpose, time period, or target audience in the name. Example: "Holiday Promotion Dec 2024" or "VIP Guest Welcome Series"
Select Brand *
Choose which brand this campaign represents. The campaign will inherit brand settings like colors, logo, and default assistant.
Use Case *
Select the primary objective or purpose of this campaign. This helps with organization and reporting later.
Campaign Description
Provide a detailed description of the campaign's goals, target audience, and expected outcomes. This helps team members understand the campaign's purpose.
Campaign Duration
Set the start and end dates for your campaign. You can also set specific times for when messages should be sent.
Step 2: Target Audience
Audience Selection
Description: Define who will receive your campaign messages.
Options:
- All Contacts: Send to everyone in your database
- Segment: Target specific groups based on criteria
- Imported List: Upload a CSV of phone numbers
- Custom Filter: Use advanced filtering by tags, behavior, or properties
Audience Filters
Apply filters based on user properties, past behavior, engagement history, location, or custom tags. This ensures your message reaches the right people.
Step 3: Message Content
Message Template
Description: Select or create the message template(s) for your campaign.
Options: Choose from existing WhatsApp templates, create a new template, or design a message sequence with multiple touchpoints.
Personalization
Add dynamic fields to personalize messages with recipient names, booking details, or other custom variables. Personalization significantly improves engagement rates.
Media Attachments
Add images, videos, PDFs, or other media files to enhance your campaign messages. Ensure files meet WhatsApp's size and format requirements.
Step 4: Scheduling & Delivery
Send Timing
Options:
- Send Now: Messages go out immediately upon campaign launch
- Schedule for Later: Choose a specific date and time to send
- Recurring: Set up a recurring campaign (daily, weekly, monthly)
- Trigger-Based: Send when specific events occur (e.g., after booking, on birthday)
Send Rate Limiting
Control how quickly messages are sent to avoid overwhelming recipients or hitting rate limits. You can set messages per minute/hour or distribute sends throughout the day.
Timezone Handling
Choose whether to send messages based on the brand's timezone or each recipient's local timezone. Local timezone sending ensures messages arrive at appropriate times for each user.
Step 5: Review & Launch
Before launching your campaign, review all settings:
- Campaign name and description
- Target audience size and filters
- Message templates and content
- Scheduling and delivery settings
- Expected send volume and timeline
You can save the campaign as a draft to continue editing later, or launch it immediately if you're ready to go live.
Campaign Actions
Once created, you can manage campaigns with these actions:
- View Details: See complete campaign information, settings, and performance metrics
- Edit Campaign: Modify draft campaigns or update scheduled campaigns before they launch
- Pause/Resume: Temporarily stop or restart active campaigns
- Duplicate: Create a copy of an existing campaign to reuse successful strategies
- View Analytics: Check delivery rates, open rates, response rates, and other KPIs
- Export Data: Download campaign results and recipient responses
- Archive: Move completed campaigns to archives for historical reference
Searching and Filtering
Search Functionality
Use the search bar at the top of the page to quickly locate specific brands or campaigns. The search function looks through names, descriptions, and other text fields to find matches. Search works in real-time as you type.
Filter Options
Narrow down your view using built-in filters:
Filter by Status
Show only campaigns with a specific status (Active, Draft, Scheduled, etc.). Great for focusing on campaigns that need attention.
Filter by Brand
View campaigns for a specific brand only. Useful when managing multiple brands and wanting to focus on one at a time.
Filter by Use Case
Display campaigns by their purpose (Promotional, Educational, etc.). Helps you analyze performance by campaign type.
Filter by Date Range
Show campaigns created or running within a specific time period. Perfect for monthly reviews or quarterly reporting.
Best Practices for Campaign Management
- Consistent Naming Conventions: Use a standardized format for naming campaigns and brands (e.g., "[Brand] - [Purpose] - [Month Year]"). This makes searching and organizing much easier.
- Start with Clear Goals: Define what success looks like before launching a campaign. Set measurable objectives like response rate, conversion rate, or engagement metrics.
- Test Before Scaling: Send campaigns to a small test group first to check for errors and gauge effectiveness before rolling out to your full audience.
- Segment Your Audience: Don't send the same message to everyone. Use audience segmentation to deliver more relevant, personalized campaigns.
- Mind Your Timing: Consider when your audience is most likely to engage. Avoid sending messages too early in the morning, late at night, or during busy periods.
- Monitor Performance Regularly: Check campaign analytics daily during active campaigns. Look for issues like low delivery rates or high opt-out rates.
- Respect Opt-Outs: Always honor unsubscribe requests immediately. Include clear opt-out instructions in your campaigns.
- Maintain Brand Consistency: Use consistent branding, tone, and messaging across all campaigns for a single brand. This builds trust and recognition.
- Don't Over-Message: Be strategic about frequency. Too many campaigns can lead to user fatigue and higher opt-out rates.
- Learn from Data: Review past campaign performance to identify what works. Replicate successful strategies and avoid repeating mistakes.
- Keep Templates Updated: Regularly refresh your message templates to keep content fresh and relevant. Seasonal updates are especially important.
- Comply with Regulations: Ensure your campaigns comply with WhatsApp policies, GDPR, and other relevant regulations for your region.
Campaign Performance Metrics
Track these key metrics to measure campaign success:
Delivery Rate
Percentage of messages successfully delivered to recipients. Low delivery rates may indicate phone number issues or WhatsApp blocking.
Open/Read Rate
Percentage of delivered messages that were opened or read by recipients. This indicates initial engagement level.
Response Rate
Percentage of recipients who replied to your campaign message. Higher response rates indicate more engaging content.
Conversion Rate
Percentage of recipients who completed your desired action (booking, purchase, sign-up, etc.). This is your ultimate success metric.
Opt-Out Rate
Percentage of recipients who unsubscribed after receiving your campaign. Monitor this closely—high opt-out rates indicate content or frequency issues.
Cost Per Conversion
Total campaign cost divided by number of conversions. Helps you understand ROI and campaign efficiency.
Tips for Campaign Success
💡 Tip: Create campaign templates for recurring initiatives. This saves time and ensures consistency across similar campaigns.
💡 Tip: Use A/B testing to compare different message variations. Test one variable at a time (subject line, CTA, send time) to identify what resonates best.
💡 Tip: Set up automated campaigns for common scenarios like welcome sequences, abandoned cart reminders, or post-purchase follow-ups. This ensures consistent communication without manual effort.
💡 Tip: Include clear calls-to-action (CTAs) in every campaign message. Tell recipients exactly what you want them to do next.
💡 Tip: Regularly clean your contact list by removing inactive numbers and opt-outs. This improves deliverability and keeps metrics accurate.
Troubleshooting Common Issues
Low Delivery Rates
Possible causes:
- Invalid or inactive phone numbers
- Recipients have blocked your WhatsApp business number
- Rate limiting from WhatsApp
- Unapproved message templates
Solutions: Validate phone numbers before sending, ensure templates are approved, and respect WhatsApp rate limits.
Campaign Not Sending
Possible causes:
- Campaign is still in draft status
- Start date is in the future
- Brand or assistant is inactive
- No recipients selected or audience is empty
Solutions: Check campaign status, verify dates, ensure brand and assistant are active, and confirm audience selection.
High Opt-Out Rates
Possible causes:
- Sending too frequently
- Content is not relevant to the audience
- Messages are too salesy or pushy
- Poor targeting or wrong audience segment
Solutions: Reduce sending frequency, improve content relevance, refine audience targeting, and focus on providing value rather than just selling.
Low Response Rates
Possible causes:
- Message doesn't include a clear call-to-action
- Sending at suboptimal times
- Content is not engaging or personalized
- No incentive or reason to respond
Solutions: Add clear CTAs, optimize send times, personalize messages, and consider offering incentives for engagement.
Summary
The Campaigns Management feature is your comprehensive solution for organizing and executing marketing initiatives across multiple brands. By structuring your campaigns around brands and use cases, you can maintain organized, scalable marketing operations while delivering targeted, personalized messages to your audience.
Success with campaigns comes from careful planning, strategic targeting, compelling content, and continuous optimization based on performance data. Use the powerful organizational tools, detailed analytics, and automation features to create campaigns that drive real results for your business while maintaining strong relationships with your audience.
Remember that effective campaign management is an ongoing process. Regularly review your campaigns, learn from your data, refine your strategies, and always prioritize providing value to your audience over simply broadcasting messages.