Composing and sending newsletters

A newsletter is a formatted email you build from blocks (heading, text, image, button). You send it by email and/or as a push notification in the app to an audience. After sending you see how many emails were delivered, opened and failed.

Where to find it

Sidebar → Communication → Newsletters. At the top are the counters Total newsletters, Sent, Draft / scheduled and Avg. open rate. Reusable layouts live under Communication → Newsletter Templates.

Who can do this

• Permission Manage newsletters (manage_newsletters). Manage announcements is not enough.
• The menu appears when the Announcements module is on; it is in every plan. The Parents, Teachers and Independent students audiences need the education module (Education Light, Education Complete, Members + Education Complete).
• The email goes out through your organization's mailbox. Teachers have no access.

Step by step: write a newsletter

1. Click New Newsletter. Optionally pick a template; you then start with that template's blocks.
2. Fill in the subject and build the content with Add block: Heading, Text, Image, Button, Divider or Spacer. Move blocks with Move up/Move down and copy them with Duplicate.
3. Languages: the required language is the language you use the portal in. Other languages are optional; per language fill in both subject and content, or leave both empty. Auto-translate fills in a language for you.
4. Under Audience & settings choose: Everyone, Members, Organization Part Members, or Parents, Teachers or Independent students (with an optional class selection). An organization part is only required for Organization Part Members, and not when Visible to all organization parts is on.
5. Choose the Delivery channels: Email and/or Push notification (a notification in the app that links to the newsletter). At least one is required.
6. Optionally turn on Open tracking (measures how many recipients open the email) and decide whether Allow sponsor block at the bottom stays on (a paid advertisement below the newsletter, if one is running).
7. Under Appearance adjust the colours (hex code, for example #009871) and the font size, or keep the defaults.
8. Check the Live preview for Desktop and Mobile and save as a draft.

Step by step: send

1. In the Send block, first use Send test to your own email address.
2. Choose Schedule for a date and time, or Send now.
3. Large sends go out in rounds, because your organization's mailbox has a limit. You see "… of … emails still to go"; sending continues even if you close the page. If it has stopped, click Continue sending.
4. Then open the newsletter for the figures. If there are failed recipients, click Try again.

Step by step: the recipient's or participant's name in the text

1. Place the cursor in a Text block where the name should go.
2. In the toolbar choose Insert… and then Recipient name (who receives the email: parent, member or student), Participant name (that parent's student or students in the selected class; for a member or independent student, the recipient themselves) or Organisation name.
3. The text then shows, for example, {{recipient.name}}. In the email, the test email (where it says "Test") and the app this becomes the real name. In the live preview the code stays visible.

Step by step: choose recipients and send to more people

1. Untick people: under Audience & settings you find Choose recipients. Click Adjust and untick anyone who does not need the newsletter, for example because they already have the link. Unticked people get no email and no push notification; they can still read it in the app if they are in the audience.
2. Automatically send to new class members: choose Parents, Teachers or Independent students with at least one class and turn the switch on. Anyone placed in that class after sending receives the newsletter within about 5 minutes (email and, if that channel is on, a push notification). People who already have it or were unticked do not. You can also switch it on or off on a sent newsletter; switching it on then sends it right away to anyone already in the class who did not have it yet.
3. Send to more people: open a sent newsletter and click Send to more people. You see everyone in the audience who has not received it yet; tick who should still receive it.

Step by step: reuse an earlier newsletter

1. Duplicate (in the list or in an opened newsletter, also a sent one): you get a new draft with the same content in all languages, appearance, audience, channels and attachments. The subject gets "(copy)". Unticked people and automatic sending are not copied.
2. Save as template (in an opened newsletter): enter a name and save. The template gets the blocks and colours in your language; you then pick it for a new newsletter.

I don't see it / it doesn't work

• I don't see the Newsletters menu. You lack the Manage newsletters permission, or the Announcements module is off.
• "Select at least one delivery channel." Turn on Email or Push notification.
• "Fill in both subject and content for this language, or leave both empty." An extra language is half filled in.
• I cannot edit the newsletter. It is being sent right now; wait until sending has finished.
• Status Failed. Some emails did not arrive; use Try again.

Frequently asked questions

Why did the email say "{recipient.name}"? That spelling was not recognised and the editor turned it into a link. Since October 2026 every spelling is recognised, also in newsletters saved earlier. From now on use Insert… in the toolbar.

Does a newsletter automatically go to someone who joins the class later? Only when Automatically send to new class members is on. Otherwise use Send to more people.

Is Turkish required? No. Only your portal language is required.

Is the newsletter sent through Laposta? No. A newsletter from this page goes through your organization's mailbox. Laposta email marketing (Organization Management) is a separate integration that sends contact details to your Laposta lists; you send Laposta mailings in Laposta itself.

Can I recall a sent newsletter? No. That is why you test first with Send test.

Which statuses are there? Draft, Scheduled, Sent and Failed; while sending it shows that it is being sent right now. There is no Archived status.

Why is there no open rate? Open tracking was off, or the recipients' email program blocks the measurement.