Segment Broadcasts
A segment broadcast is a one-off email you write in the dashboard and send to the members of a segment, for example a schedule change, a last-minute join link, or a bonus for people who attended. You can tie a broadcast to a webinar session, so each recipient gets their own join link and only members registered for that session receive it.
Access: admins and marketers can send broadcasts. Moderators and staff can't.
Broadcasts don't check marketing consent
A broadcast goes to every eligible member of the segment whether or not they agreed to marketing emails, including contacts who clicked an unsubscribe link in a marketing email. Use broadcasts only for service messages about something the contacts signed up for, and make sure each send is lawful. The dashboard shows the same reminder when you open the form.
Broadcasts are email only. To message contacts automatically when they fill in a form, use Automations.
Before you start
- Newsman Marketing must be turned on. The Send email button appears on a segment's page only when, under Settings → Integrations → Newsman Marketing, Enable Newsman Marketing sync is on and a List ID is saved. Only admins can change integrations. The broadcast itself is not sent through Newsman Marketing: it uses the same Newsman account as your other notification emails (see Integrations).
- That account needs a template with the ID
segment_broadcast. Test Connection on the Newsman Email card lists required templates that are missing.
The segment_broadcast template receives these parameters:
| Parameter | Contains |
|---|---|
{{name}} | The recipient's name |
{{title}} | Your Title (heading), with variables filled in |
{{{body}}} | Your Body as HTML, with line breaks and bold kept. Use three braces: with two, the line breaks and bold show up as raw HTML tags. |
{{cta_label}}, {{cta_url}} | The button's label and URL. Both are empty when you don't add a button, so show the button only when {{cta_url}} has a value, for example with {{#if cta_url}} … {{/if}}. |
| Webinar variables | With webinar context, every variable in Variables is passed too, so the template can show, for example, its own styled join button with {{lobby_url}}. |
The subject line comes from the Subject field in the dashboard.
Send a broadcast
- Go to Segments and open the segment.
- Click Send email. The Send transactional email panel opens and shows roughly how many eligible members the segment has.
- Optional: pick a webinar in Webinar context, then a Session (see Webinar context).
- Optional: load an earlier email from Reuse a previous email.
- Fill in Subject, Title (heading) and Body.
- Optional: add a Button label and Button URL.
- Optional: enter a Campaign ID so nobody gets this email twice.
- Click Send email and confirm. The confirmation asks whether to send "regardless of marketing consent" and warns that this cannot be undone.
| Field | What it does |
|---|---|
| Webinar context (optional) | Personalizes the email with a webinar's details and sends it only to members registered for the session you pick. Leave it on -- No webinar (plain email) -- to send to every eligible member. |
| Session | Appears once you pick a webinar, and is required then. |
| Reuse a previous email | Appears when your organization has sent broadcasts before. See Reuse a previous email. |
| Subject | Required. The email's subject line. |
| Title (heading) | Required. The heading at the top of the email. |
| Body | Required. The main message. See Format the body. |
| Button label (optional), Button URL | Fill in both or neither. Without webinar context the URL must start with http:// or https://. With webinar context it can also be a variable, such as {{lobby_url}}. |
| Campaign ID (optional) | Up to 128 characters. See Send only once per person. |
Webinar context
When you pick a webinar and a session:
- Only segment members with a registration for that session receive the email. Any registration that hasn't been canceled counts, including people who already attended or missed the session.
- The panel shows "Will send to" and the number of segment members registered for the session. This count doesn't take the Campaign ID into account; the send itself still skips anyone who already received that campaign.
- The webinar variables become available, each filled in for the individual recipient.
- Use the join link as the button sets Button URL to
{{lobby_url}}and, if Button label is empty, fills it with "Join the webinar".
If none of the segment's members are registered for the session, sending fails with "no segment members are registered for the selected session".
Variables
Click a variable under the Body field to insert it where your cursor is in the field you last clicked into (subject, title, body, button label or button URL). If you haven't clicked a field yet, it goes at the end of the body. You can also type variables yourself.
| Variable | Available | Contains |
|---|---|---|
{{name}} | Always | The recipient's name |
{{webinar_title}} | With webinar context | The webinar's title |
{{webinar_date}} | With webinar context | Weekday and date of the session in the webinar's language: "Wednesday, March 20" in English, "Miercuri, 20 martie" in Romanian |
{{webinar_time}} | With webinar context | The session's time range with the GMT offset: "7:00 PM - 9:00 PM GMT+2" in English, "19:00 - 21:00 GMT+2" in Romanian |
{{webinar_fulldate}} | With webinar context | Full date, time and time zone of the session |
{{lobby_url}} | With webinar context | The recipient's personal join link for the session |
{{app_lobby_url}} | With webinar context | The same join link, but it opens the mobile app when the recipient has it installed. It isn't in the clickable list; type it. |
{{cancel_url}} | With webinar context | Opens the recipient's registration preferences with the cancel dialog open |
{{preferences_url}} | With webinar context | The recipient's notification preferences for the session |
{{unsubscribe_url}} | With webinar context | Unsubscribes the recipient from marketing emails. This withdraws their marketing consent; it does not stop future broadcasts. |
{{google_calendar_url}} | With webinar context | Adds the session to Google Calendar |
{{outlook_calendar_url}} | With webinar context | Adds the session to Outlook |
{{whatsapp_group_url}} | With webinar context | The webinar's WhatsApp group invite link; empty if the webinar has no WhatsApp Group Invite Code |
Variables work in the title, body, button label and button URL. In the Subject, only the webinar title and date variables are filled in; {{name}} and links can't be used there. A variable that isn't available, such as {{lobby_url}} in a plain email, is sent exactly as typed.
Format the body
Line breaks are kept, and text wrapped in double asterisks, like **this**, is shown in bold. Nothing else is converted: HTML tags and other formatting marks appear exactly as you type them. For a link, use the button.
Send only once per person
A Campaign ID (for example anniversary-bonus-2026) remembers who received the email. When you send again with the same ID, contacts who already got it are skipped, so the email reaches only people added to the segment since, or people the earlier send didn't reach. If everyone has already received it, the panel says "No new recipients — everyone currently in this segment has already received the campaign" and names the campaign.
- Campaign IDs are shared across your whole organization, not per segment. Using the same ID on another segment skips everyone who got it from the first one. Use a new ID for each different message.
- If a large send stops partway, send again with the same ID to reach only those who didn't get it.
- Without a Campaign ID, every send goes to all eligible members, including people who received the same email before.
Reuse a previous email
Reuse a previous email lists the 20 most recently sent broadcasts in your organization, from any segment, by subject and Campaign ID. Picking one loads its subject, title, body, button and Campaign ID, which you can edit before sending. A broadcast with a Campaign ID appears once, with the content of its latest send. The webinar and session aren't saved with a broadcast, so pick them again.
Who receives a broadcast
| Contact | Receives it? |
|---|---|
| A member of the segment who isn't flagged or restricted | Yes |
| Unsubscribed from marketing emails, or never gave marketing consent | Yes: broadcasts don't check marketing consent |
| Email Flagged: bounced, spam complaint, global opt-out, or flagged by your team | No |
| Restricted: a GDPR restriction of processing is in place | No |
| No email address on file | No |
| Already received the same Campaign ID | No |
| With webinar context: not registered for the session, or registration canceled | No |
See Contacts for the Flagged and Restricted markers. The segment page's own counts of mailable and flagged members are explained in Segments.
After you send
The email goes out straight away; you can't schedule a broadcast, and once you confirm you can't stop or undo it. The panel says "Sending to" and the number of recipients, and that delivery runs in the background. Large segments are sent in batches of 50.
| Error | What to do |
|---|---|
| "no eligible recipients in this segment" | Every member is flagged, restricted or has no email address on file, or the segment is empty. Check the segment's members and their markers, or choose another segment. |
| "no segment members are registered for the selected session" | Pick another session, or send without webinar context. |
| "cta_url must be an absolute http(s) URL" | Start the Button URL with https://, or pick a webinar and session to use a variable. |
- Delivery. There's no broadcast history screen with delivery figures. Each email a broadcast sends appears in the Email Sends list of the email Analytics, with the Type
segment_broadcast. These emails aren't linked to a webinar, even with webinar context, so they don't show up when you filter the analytics by webinar. - Audit. Every send is recorded in the audit log with its subject, the number of recipients, the Campaign ID and, if used, the webinar and session.
- Records. The content of each broadcast (used by Reuse a previous email) and the record of which contacts received each Campaign ID have no automatic deletion, and processing a contact's deletion request doesn't remove them. See GDPR and Data Retention.