Send a Newsletter to Your Contacts

The Newsletter app sends email campaigns to the contacts in your CRM. Your connected mailbox or sending service delivers the email from your address. meetergo processes campaign data in the EU; your chosen email provider also processes the messages.

Newsletter is switched on per workspace and shown to company admins only. If you do not see it in the app switcher, ask an admin of your workspace first. If the app is not switched on yet, contact support.

How it works

Contacts are the audience. There are no separate mailing lists. Every contact with an email address can receive campaigns.
Filters pick the recipients. You choose who gets a campaign with filters over your contacts: tags, language, country, custom fields, when they were added, or what they did with earlier campaigns. Save a filter as an audience to reuse or export it.
A recipient rule decides who may receive it. Every campaign carries one of two rules: only contacts who opted in, or everyone who has not opted out. meetergo checks every contact against the rule at send time.
Your mailbox sends. Connect an SMTP account or sign in with Microsoft. SMTP mailboxes can optionally read bounces over IMAP.

First-time setup

The first visit to Newsletter runs a short setup:

Connect your mailbox. Enter your address to detect the provider, then follow its login instructions. Microsoft uses sign-in; other providers use SMTP credentials. Press Connect and test before you continue.
Who the mail comes from. Your name and postal address for the footer, an optional footer sentence, and the wording of the unsubscribe link. You can change all of it later under Settings.
Your contacts. How many contacts you can mail right now, and a link to import more in Contacts.

Every step can be skipped. Create your first campaign opens the builder straight away.

Connect a mailbox

Instructions for your provider

Test connection

The test logs in to SMTP, logs in to IMAP if you set it up, and sends a test mail to your own address. A sender is marked Ready when the login works. If it fails, the error tells you what to fix.

DNS check

Open a sender and click Check DNS. meetergo looks up the domain of your from address and reports these checks:

MX says which server receives mail for your domain. Without it, bounces and replies cannot reach you.
SPF lists which servers may send mail for your domain. Your mail provider tells you what to add.
DKIM signs each mail so receivers can verify it was not changed. Your provider publishes the key. meetergo probes common names and gives a hint if it finds none.
DMARC tells receivers what to do when SPF or DKIM fail. A policy of quarantine or reject protects your domain best.
Sending domain points out when your newsletters leave from the same domain as your business mail.

Campaigns send without these records, but far more of them land in spam. Fix what the check reports before your first big send.

Send newsletters from a subdomain, for example news.example.com. Your invoices and booking confirmations then keep their own reputation, so one bad list cannot hold up the mail your business depends on.

Sending limit

Each sender has an hourly limit, 200 mails by default. meetergo spreads a campaign over time so your provider does not block the mailbox. Raise or lower it in the sender settings if your provider allows more or less.

Warm-up

A brand new mailbox that sends thousands of mails on its first day gets throttled or filtered. A new sender therefore starts at 50 mails on its first sending day and roughly doubles each day it sends, until the ramp ends after a week. The sender list shows which day you are on and how many mails are left today.

The ramp counts days you actually send on, so a pause costs you nothing. Turn it off under Advanced in the sender settings if the mailbox already sends newsletters in volume.

A sign-up form is the fastest way to grow your audience. Open Sign-up forms in the newsletter menu and choose Create sign-up form. You pick a name, the tags new contacts get, and whether they confirm by email. The form is live at once: copy the link and put it on your website or in your email signature.

The form asks for an email address, a first name and a consent checkbox. It is a normal form, so Open in editor lets you change fields, wording and design like any other form.

Create a campaign

A campaign is built on one page. Four cards, in the order a mail is written, each with a check mark once it is complete:

To. Who gets the mail. Choose recipients opens the audience filters (see below). The card shows the filter in words, how many contacts will receive it, and the recipient rule.
From. The mailbox that sends, and a name for the campaign that only you see.
Subject. The subject and the preview text, with a line that shows how it looks in an inbox.
Content. The editor, with the rendered mail next to it. The preview follows your typing. Hide it when you want the full width.

Choose Preview contacts to select up to 20 contacts, then use the arrows to compare their personalized messages. The same selection applies to every step in a sequence. You can also review the selected CRM contacts and switch between steps in the enrollment dialog. The preview shows the sender name, subject, preview text and message. Preview selections do not enroll contacts or send emails. Clear selection returns to a sample contact.

Below the cards, Ready to send? runs the checks by itself whenever you change something. The bar at the bottom sends now or schedules. Everything saves as you type; there is no Save button.

Editor and merge tags

The editor is a visual editor with an HTML source mode. Type / for blocks such as headings, buttons and images, or switch to HTML for full control.

Merge tags fill in contact data when the mail is sent:

{{firstName}}
{{lastName}}
{{fullName}}
{{email}}
{{companyName}}

A missing value renders as empty text, never as the raw tag. Write sentences that still read well without it, for example Hi {{firstName}}, becomes Hi, when the first name is unknown.

meetergo adds a footer to every campaign at send time: the sender name, the postal address and the footer sentence from Settings, and an unsubscribe link. You can change the wording of the link but not remove it. The footer also carries a short "sent with meetergo" line unless your plan includes custom branding.

Choose the audience

Choose recipients on the To card opens the audience builder.

Add filter and pick what to filter on: a tag, the language, the country or city, a name or email, the job title or company, when the contact was added, where it came from, its marketing consent, one of your custom fields, or whether the contact received, opened or clicked an earlier campaign.
Pick the operator (is, is not, contains, in the last N days, and so on) and the value. Lists show how many contacts carry each value.
Add more filters and choose whether contacts must match all of them or any of them.

The number on the right updates as you go: how many contacts match, how many will actually receive the mail, and why the rest are left out (no consent, no email address, on the suppression list).

Save as audience keeps the filter under a name. Saved audiences appear at the top of the builder and on the Audiences page, where you can also export them as CSV or start a new campaign from one. Export CSV downloads the contacts that would receive the mail right now.

A campaign can reach at most 20,000 contacts. Split larger audiences with filters, for example by region or customer group.

Who may receive it

Every campaign carries one recipient rule. meetergo checks it for every contact at send time and records it per mail. The default for new campaigns lives in the newsletter settings.

Only contacts who opted in. The mail goes to contacts whose latest choice for marketing email is yes, for example through a form checkbox or a double opt-in. This is the safe default.

Everyone who has not opted out. The mail goes to every contact except those who declined or unsubscribed. Pick this only when you already have permission to write to these contacts, for example because they are your customers.

Which contacts you may email depends on where you and your readers are. meetergo enforces the rule you pick; whether the rule is the right one for your audience is your call.

Contacts who unsubscribed or denied consent never receive a campaign, regardless of the basis.

Review and test

The Ready to send? card runs the checks by itself a moment after every change:

Blockers stop the send. Examples: no mailbox picked or not tested, empty subject, empty body, a link that does not resolve, an unknown merge tag, nobody in the audience.
Worth a look points at likely problems. Examples: no preview text, no bounce mailbox, no DMARC record for your domain.

Fix the blockers, then send a test mail to up to five addresses from the same card. The test contains the footer and unsubscribe link exactly as recipients will see them. Merge tags are filled with sample data.

Send now or schedule

Send now starts the send within a minute.
Schedule lets you pick a date and time. The campaign shows as scheduled and starts on its own.

A scheduled campaign can be cancelled until it starts. It goes back to draft, and you can edit it or pick a new time.

Sending runs in batches within your sender's hourly limit. A large campaign can take a few hours. You can pause it at any time and resume later.

The audience is fixed when sending starts. Contacts you tag afterwards are not added to a running campaign.

Duplicate, delete and archive

Drafts can be duplicated or deleted.
A campaign that reached recipients cannot be deleted. Archive it instead. The report stays, and you can restore the campaign later.

Read the report

Open a sent campaign to see its report.

Sent, Failed and Skipped show what happened to the audience. Skipped mails are grouped by reason.
Opens count recipients whose mail client loaded the tracking image.
Clicks count recipients who clicked at least one link. Top links lists every link with its clicks.
Bounces count mails the receiving server rejected. They need IMAP on your sender.
Unsubscribes count recipients who opted out through this campaign.

The timeline shows sends, opens and clicks per hour. The Recipients tab lists every contact with their status and lets you filter by opened, clicked, bounced or unopened. Open a recipient to see their timeline.

Opens are an estimate. Apple Mail and some other clients load images automatically to protect privacy, so those recipients count as opened even if they never read the mail. Other clients block images until the reader allows them, so real opens can be missed. Use clicks when you need a reliable signal.

meetergo tracks opens and clicks itself. No IP address is stored.

Report shows sent emails, unique opens and clicks with their rates, bounces, unsubscribes and immediate send errors. Rates use sent emails as the denominator. Each email counts once for opens and once for clicks, even if the recipient opens it repeatedly.

Sent means your mail server accepted the email, not confirmed inbox delivery. Privacy features and automatic link scanners can affect tracking. Confirmed delivery and spam complaints are unavailable for connected mail servers.

The overview counts emails sent during the last 30 days, including new emails from older sequences. A sequence's Email performance section shows all-time totals and results per step. Removed steps remain in this report. Totals count emails, so one person receiving three steps contributes three sent emails.

One contact at a time

Open a contact in Contacts. The Newsletter block says whether that person gets the next campaign: opted in, never asked, unsubscribed, bounced, marked as spam, or blocked by you. It also shows how many campaigns they received, when the last one went out, and when they last opened one.

Suppressions

The suppression list holds addresses your workspace must not mail again:

Hard bounce: the address does not exist. Added automatically from bounces.
Complaint: the recipient reported the mail as spam.
Manual: you added it yourself.

Suppressed contacts are skipped in every campaign. To add one, open Suppressions and enter the address. To remove one, open the entry and click Remove. Only remove an address when you are sure it works again, for example after the recipient asked to be added back.

Unsubscribes are not on this list. They are recorded as a consent decision on the contact and are just as binding.

Troubleshooting

The test connection reports a login error.

Check the username. Many providers want the full email address.
Check the password. Some providers require an app password instead of the account password.
Check host, port and TLS setting against your provider's documentation.

Test mail not received

Look in the spam folder.
Check that the from address belongs to the mailbox you logged in with. Many providers reject mail from other addresses.
Run the DNS check. Missing SPF or DKIM is the most common reason a test mail disappears.

Campaign paused because of bounces

meetergo pauses a campaign when more than 5% of the first sends bounce. This protects your domain reputation. Clean up your contacts, remove old addresses, and resume the campaign from its page. Addresses that hard-bounced are already on the suppression list and are skipped on resume. Temporary failures, for example a full mailbox, are not suppressed and are tried again with the next campaign.

Sender shows an error after sending worked before

Your provider rejected a login during a campaign. Usually the password changed or the provider blocked the mailbox for sending too fast. Fix the login, lower the hourly limit if needed, run the test again and resume the campaign.

Microsoft 365

Choose Microsoft 365 / Outlook in the mailbox wizard and sign in with Microsoft. Allow sending email, select the account and run the test. An organisation admin may need to approve the connection. Microsoft setup guide.

Gmail and Google Workspace

Google does not accept your account password for SMTP. Turn on 2-step verification, create an app password in your Google account, and use it as the SMTP and IMAP password. Use smtp.gmail.com, port 587 and imap.gmail.com, port 993. Note that Google limits sending to a few hundred mails per day for most accounts.

Email sequences from the CRM

Select contacts in Contacts, or select deals in the CRM table, then choose Add to email sequence. Deal selection includes each deal’s primary contact only; the same contact is included once. You can enroll up to 500 contacts at a time.

Choose a sequence and review its emails and settings. Enrolling into an active sequence starts its scheduled emails and follow-ups. A draft or paused sequence waits until you activate it. Existing enrollments are skipped, and the sequence’s recipient rule, unsubscribes and suppression list still apply.

In the sequence builder you can enable:

Stop after a reply: stops when a human reply matches an email sent by this sequence after enrollment. Unrelated incoming emails and detected automatic replies do not stop it. Connect the receiving mailbox and enable reply tracking.
Stop after a booking: stops after a new, non-cancelled meetergo booking in your workspace with the contact’s email address. Bookings under a different address do not match.

Both settings are off by default. They are checked before each due email, and the enrollment shows the stop reason. An email already being delivered cannot be recalled. Turning a setting off does not restart stopped enrollments.

FAQ

Can I send to contacts without a tag?

Yes. Add no filter and every eligible contact is included.

Where do unsubscribes go?

An unsubscribe is stored as a consent decision on the contact. The contact stays in your CRM but no campaign reaches it again.

Can I use more than one mailbox?

Yes. Add several senders and pick one per campaign, for example one for sales and one for product news.

Does meetergo send from its own servers?

No. Every campaign goes out through the mailbox you connect. Your domain reputation stays yours.

Measure replies

Campaign reports and sequence analytics show Replied and the reply rate. Each sent message counts once, even if the recipient answers several times. The rate uses successfully sent messages. Open the recipient list and select Replied to see who answered; the recipient timeline shows when the reply arrived.

Under Mailboxes, connect the inbox that receives the replies. Enable Read bounces and replies for an IMAP mailbox, or reconnect Microsoft and allow reading email. A separate Reply-To address needs its own receiving mailbox connected. SMTP-only sending services do not provide inbox access.

Inbox checks run every 10 minutes and initially cover the previous 30 days. Existing CRM mail sync can also supply matching replies. meetergo matches message headers, the recipient and the receiving address within your workspace. Bounces and detected automatic replies are excluded. Replies without matching headers cannot be counted.

If an inbox is missing, disconnected or still being checked, the report shows the tracking status instead of implying that nobody replied. Older messages outside the initial check appear with partial tracking. Recorded replies remain visible. You can turn Track replies off or on when editing a mailbox.