How to: Design and send community internal emails

TokyWoky provides a robust email system to engage members effectively. As well as tracking tools to monitor email performance and engagement.

Types of Emails

There are two main types of emails to enhance member engagement: automatically triggered emails and manually triggered emails.

Automatically Triggered Emails

These emails are sent automatically by the system when a member performs specific actions, ensuring timely communication based on user behavior.

Manually Triggered Emails

These emails can be created and sent at your discretion. You have the flexibility to segment your recipient groups using filters, allowing for targeted communication.

To optimize your retention strategy, we recommend sending 2 to 4 community emails per month. You can further discuss your email strategy with your Customer Success Manager (CSM).

Targetable/Unlockable Emails

You can also send reminders to opted-in members about new or existing missions. These emails are effective tools for keeping members informed about community activities and play a vital role in retention efforts.

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Email Activation in the Back Office

  1. Go to the "Config section > Look & feel > Emails"
  2. Select the right email available in the drop down menu at the top right
  3. Tick the box if you want to activate the email
  4. Untick the box if you want to deactivate the email
  5. Click “save” to save your changes
  6. Click “test the email” if you want to check the email. You will receive the email at the address linked to your back-office account

Emails Data

You can track all sent emails data inside the Back Office on the sections "Stats > Emails > Select email"

👉Please note that you cannot export the data yet.

If you need to make analysis, copy and paste the data into an Excel file.

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Sending Community Emails

There are 3 methods to do so:

Create emails in the Back Office

  1. Go to "Animation > Community emails > Send email"
  2. Create your email using text and formatting features available
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  3. You can test the e-mail by sending it to yourself: make sure that you have the “Send Emails from (optional) admin” permission and that the “BrandCommunication” email is activated.
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  4. You can choose to send the email immediately or schedule it for a date and time of your choice by selecting the “Set date and time” option. Scheduled emails then appear in the "scheduled" tab.
  5. Select recipients: You can use filters to choose the users’ segment you want to send your email to
    For example if it’s a promotion email: you need to select email optins by filtering on "Has user accepted marketing email > True > Apply"
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Create emails with your own emailing tool

You may have already a tool which you use to create emails.

Thankfully, you can design your emails in your own tool and integrate your design directly within the Back Office using HTML to send to you members. HTML describes the structure of a Web page or email.

  1. Verify you can copy/paste HTML from your tool (Tools we know you can copy/paste HTML from: Klaviyo, Canva)
  2. Design your email in your own tool
  3. Copy the HTML
  4. Go to Animation > Community emails > Send email
  5. Click on “Source”
  6. Paste the HTML code inside the email
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  7. Click again on “Source” to see the preview of the e-mail
  8. You can test the e-mail by sending it to yourself (optional)
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  9. Select recipients: You can use filters to choose the users’ segment you want to send your email to
    For example, if it’s a promotion email: you need to select email optins by filtering on "Has user accepted marketing email > True > Apply"
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👉Please note that to select opted-in members before sending your email.

You can then access the stats of your email in the Analytics section.

Create emails with Beefree.io

👉 For advanced customization on your community emails, we recommend you to use the free tool Beefree.io.

For more information on how to use this tool, you can check this tutorial video.

You can also check this guide on Create an e-mail template.

Get started with Beefree.io 

  1. Create an account on https://beefree.io/, a very intuitive external tool that allows you to create e-mails templates without having any prior code knowledge, in fact you just have to drag the elements into the template for them to display.

  2. Invite francesca@tokywoky.com into your organization, she will create a basic template that you can start on:

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  3. We will contact you when your template is ready to use so you’ll be able to fully customize it (change the copy, insert links and images).

  4. Some tips if you wish to add more elements to your template:

    1. Select “ROWS” to choose how many columns a section should have, here for exemple we want a section with 2 columns;

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    2. Go to the “CONTENT” tab, drag and drop elements as Image, Text, Button into the template;

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    3. You can change text properties as the font size, font color, line spacing, text-alignment;

    4. You can change block properties as paddings, margins, content color, borders;

    5. Click on the “Mobile” icon to see your template on the mobile version

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  5. To host and insert images, go to the Back Office Settings > Look & feel section > Images: https://admin.tokywoky.com/adm/settings/looknfeel/images, drop your image file, click on the image file and copy the URL:

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  6. You can insert an image in the template, click on the block without clicking on “Browse”, and you will be able to paste the URL, the image will show up:

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  7. Export the template, click on “Copy HTML” 

    Free accounts only allow you to copy 6 html codes per month. To get around this limit, you can ask your collaborators to create a Beefree account so you can add them to your workspace.

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  8. Go to the e-mail marketing section, click on “Source” and paste the code to see your email preview

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  9. You can test the e-mail by sending it to yourself (optional)

  10. If it’s a promotion email: you need to select email optins by filtering on "Has user accepted marketing email > True > Apply"
  11. Select recipients: You can use filters to choose the users’ segment you want to send your email to

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👉Rememeber that to select opted-in members before sending your email.

You can then access the stats of your email in the Analytics section.

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