While creating a new campaign you may face the problem of what kind of content it should include. Our tip? Using custom fields! Find out more about them on our blog.

How to include our custom fields :

1. Click the blue curly brackets {{}} to show snippets.
2. Select one of the custom fields (for example, UNSUBSCRIBE link).
3. Click on the chosen snippet to add it to your message.

use-custom-fields-snippets image

Change the look of your snippets using:

1. Email Editor

use-custom-fields-snippets image

Use bold, italic, or underline to change the look of your copy.

Here’s how to do that:

use-custom-fields-snippets image

Preview your message

use-custom-fields-snippets image

2. HTML

  1. Add a snippet.
  2. Change Text view to HTML one </>
  3. Use HTML to style it, eg. <b> for bold, <i> for italic, <u> for underlined text.
  4. Don’t forget to close your tag </>

use-custom-fields-snippets image

Here’s the preview of your message:

use-custom-fields-snippets image

PREVIEW

Before you hit the SEND button, preview your campaign to check if all of the custom fields are in the right place.

use-custom-fields-snippets imageuse-custom-fields-snippets image


If you’d like to learn more about our unsubscribe link, head over here to read on How to include the opt-out in your campaign and How to use GDPR encryption and unsubscribe.


Please note:

When trying to send your campaign to prospects who are missing the snippets which you included in your copy, you may notice the tab To Check marked with red color. Please add the missing fields and update your prospect’s data to send the rest of your emails.


Would you like to learn more about the benefits of using custom fields and how it helps to deliver your emails?

Have a look at our blog article How Does Personalization Affect Cold Email Deliverability?

IN THIS ARTICLE

1. How it works
2. How to set it up
3. How to remove the condition

4. Starting your campaign with the condition


If-campaigns are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


set-up-snippet-based-condition image

How it works

Snippet-based condition lets you create more personalized emails, as you can split your prospects between two paths, based on certain information about them. You can base this condition on all of our snippets (except the ‘Timezone’ one) so feel free to discover all the possibilities.

There are 3 snippets-based conditions to choose from:

  1. If a prospect has a snippet X* that equals your variable – you can specify a value in a custom field that when matched exactly with your variable, will move the prospect to path YES.
  2. If a prospect has a snippet X that contains your variable – you can specify a value in a custom field that, when partly matched with your variable, will move the prospect to path YES.
  3. If a prospect has a snippet X that is not empty – you can create different emails for prospects that have some data in custom filed, as those will go to path YES. Otherwise, instead of being marked as ‘Paused (missing snippet)’, the rest of them will be transferred to path NO where you can create an email copy for them without this snippet.

*The X stands for the custom field name and the variable is the value written by you.

Why do you want to set it up?


How to set it up

1. Create your if-campaign.

2. Click on ‘ADD CONDITION’ and select one of three options:

set-up-snippet-based-condition image

Remember that you can add a maximum of one condition to your campaign sequence.

3. Finish off by adding content to the emails in the YES and NO Paths. Then, import some prospects and send your campaign.


How to remove the condition

In order to remove the condition from your campaign sequence just hover over the condition so the red X appears. Click it and then confirm with the red button “Yes, I’m sure”.

Note that you can not delete the condition if even one prospect already met it.

set-up-snippet-based-condition image


Starting your campaign with the condition

You can also start your campaign with our snippet-based condition which will allow you to divide your prospects into two paths at the very begging.

set-up-snippet-based-condition image

For example, you can divide your prospects into those with snippets of the First Name filled and not.

set-up-snippet-based-condition image


Still now sure how to use snippet-based condition?

Check our Woodpecker Vlog where Vovik shows his trick with using #IMPORTANT tag and snippet-based condition to create more follow-ups with more personalization in order to reach out to prospects with a higher possibility of creating a deal or those more valuable for our business.

IN THIS ARTICLE

What happened?
How to reconnect your email account
Troubleshooting


What happened?

IMAP – Internet Message Access Protocol, has been disconnected from Woodpecker. This means that we cannot access your inbox to collect replies from your prospects. It’s important to have your mailbox connected all the time so Woodpecker doesn’t miss any incoming message.

How it works

When your prospect responds, Woodpecker stops the email sequence for that particular contact. However, if the reply isn’t detected, Woodpecker cannot assign your prospect with the correct status, for example, RESPONDED or PAUSED (AUTOREPLY). Consequently, the email sequence isn’t stopped. As a result, your prospect may receive the next email in the cadence, which can cause confusion.

Try to reconnect your mailbox in the Settings. First, make sure it is not a problem with your username and password.


How to reconnect your email account

  1. Go to the ‘Settings‘ → ‘Accounts‘.There, you should see a list of email accounts connected to your Woodpecker account. When your mailboxes are connected properly, they are shown in black. Disconnected emails, however, are marked in red.

    campaign-error-imap-authentication-failed image

  2. Click on the disconnected email. You will be redirected to ‘General Settings‘.
  3. Click the Reconnect the email link.campaign-error-imap-authentication-failed image
  4. Continue as you would do while connecting your email account.campaign-error-imap-authentication-failed image
  5. Google or Microsoft users – select the account which you want to reconnect. Make sure the data is correct.
  6. Your account got safely reconnected.

If the problem persists please contact our support for further help.


Troubleshooting

Conditional connection – check what that means and how to fix this issue here.

Other connection issuesI can’t connect my mailbox.

Setting up the delay for your follow-ups

1. After adding a new email, click the clock icon open follow-up settings.

set-up-delay-follow-up image

2. Decide on how many hours or days after the previous email Woodpecker should wait before sending a follow-up. On default, Woodpecker always adds 3 more days unless a prospect replies.

set-up-delay-follow-up image

Your follow-ups will be sent according to your settings unless your prospect replies to your campaign or opts-out.


Learn what’s the difference between sending follow-ups in the same thread and as a separate messages »


IN THIS ARTICLE

Rules when adding links to your cold emails
How it works
How to add links for safe tracking?
Stay safe with Woodpecker
Click-based condition
Tips
Troubleshooting


4 rules when adding links to your cold emails:

How it works

When someone clicks on your link, a link-tracking software redirects your recipient to a custom URL, where the tracking takes place ⟶ From there, your prospects are redirected to the destination page, let’s say, YourWebsite.com.


How to add links for safe tracking?

When creating a tracked link make sure you add the link to a piece of text that is not an address itself. Instead of tracking the clicks on YourWebsite.com, track clicks on “Check our website.

add-tracked-links-woodpecker image

1. In the Campaign Editor, place your text cursor or select the part of the text where you wish to put the link.

add-tracked-links-woodpecker image

2. Click the “Insert/edit link icon.

add-tracked-links-woodpecker image

3. Paste the URL of the site you wish your receivers to get to. Add LINK TEXT to display.

add-tracked-links-woodpecker image


Always use the ‘Insert/edit link’ button.

This needs to be repeated for every message in the sequence. Simply copying and pasting a tracked link from another message in the sequence or another campaign will result in a broken link.


4. Check the “Track links” checkbox, and click ADD to apply.

add-tracked-links-woodpecker image

5. Save & send your campaign. Now you can observe your click rate in the campaign stats.

add-tracked-links-woodpecker image


Stay safe with Woodpecker

We added SSL to our link tracking mechanism in Woodpecker. Now our tracking pixel isn’t based on http:// but on https://. Why? Some email accounts block messages that contain links to a domain without SSL. Since we have SSL, you’re safe from getting blocked by those accounts. Other benefits:

From now on, every piece that’s tracked in Woodpecker, such as unsubscribe, email open or click is tracked with SSL.


Click-based condition

Add click tracking as a condition. Adjust your campaign sequence according to your prospect’s engagement level and send more personalized messages to those who clicked on a link to your offer. Learn how to use the click tracking in If-campaigns.


Tips

Clearing the text formatting will reduce the HTML code in your message, make the contents cleaner, lighter and have a positive impact on your deliverability.

If you need to copy-paste the message copy, please do so with:
a) Ctrl+Shift+V (Paste without formatting)
b) Copy-paste through a simple text editor (to clear message formatting with a simple text editor)

Remember to check why we do not recommend to track links! More on our Blog.


Troubleshooting

Statistics
If you noticed a sudden drop in the click and open rates, we suggest checking the reputation of your domain and email. Here is our step-by-step guide on how to check if your emails don’t land in spam.

Not Displaying Clicks
When you see a dash “-” in the open or click stats it means that the tracking is disabled. To track link clicks, make sure the “Track clicks” is check-marked.

You can find 5 categories in the To Check tab: Missing Snippet, Autoreply, Other Campaign, Secondary Reply, and Manual. Open the flagged category to see which prospect has been paused and the reason why.

tab-to-check image

TL;DR

Categories explained:

Missing Snippet – Woodpecker cannot send a message to a prospect with a missing snippet.
Autoreply – you received an autoresponder. Set a new date for the follow-ups.
Other campaign – prospect has been added to or found in another campaign.
Secondary Reply – prospect has replied from another email address.
Manual – prospect’s status has been changed manually.

Tip: Knowing Woodpecker statuses will come in handy when reading this article. Have a quick look at all statuses which you can find in Woodpecker.


MISSING SNIPPET

Your prospect is assigned status PAUSED (MISSING SNIPPET) because some snippets (our custom fields) are missing.

tab-to-check image

What does it mean?

Let’s say that in the campaign you included one of our snippets, for example, {{FIRST NAME}}. However, you forgot to add this information to your Prospects database when importing. Because of that missing data (column marked in red!), we cannot send them your email.

What can you do now? You have 4 options:


AUTOREPLY

tab-to-check image

Here you can see prospects who have sent you an autoresponder (out-of-office reply). These prospects were assigned status AUTOREPLIED locally – in the campaign, and the follow-ups have been suspended.

What can you do now?

If you wish to continue sending, choose the date to resume. Here, you can also change the prospect status by selecting one from the dropdown menu.

Tip: You can choose the date of the next contact for that prospect also in Inbox.

tab-to-check image

Learn more about what happens if a prospect sets an autoresponder.


OTHER CAMPAIGN

tab-to-check image

There are 3 cases when your prospect is assigned status PAUSED (OTHER CAMPAIGN):

What can you do now?

See the details to review the message.

tab-to-check image


SECONDARY REPLY

tab-to-check image

Sometimes your message gets forwarded to another person who then answers to your email. When this happens, Woodpecker marks your prospect as PAUSED (Secondary Reply.)

This means that we were not able to assign this email to your prospect because the email address is different but we believe that it is related to the particular campaign and it may be a reply from someone else from the same organization. Then, you’ll have a chance to check it and review in the tab “To Check” → Secondary Reply. Click the dropdown to change their status.

Learn more about what happens if a prospect replies from another email address.


MANUAL

tab-to-check image

When you change your prospect’s status manually to PAUSED (MANUAL), they will be marked as such in the campaign. You’ll be able to review them in the category Manual.

What can you do now?


Sometimes it may happen that your prospect will be added to more than one category in the To Check tab, for example, in MISSING SNIPPET and OTHER CAMPAIGN. Don’t worry, you’ll be notified about it. Review all the categories to continue sending.

tab-to-check image

IN THIS ARTICLE

How it works
How to
FAQ
Troubleshooting

How to change the font type?

  1. Open your campaign and switch to the Edit mode.
  2. Navigate to the email editor.
  3. Click the name of the font. By default, we use Sans Serif.
  4. You will see a couple of different-looking names, for example, Serif, Wide, Narrow. Select one of them from the drop-down menu.

change-font-type-size-color-email image

Here’s how to change the size of your text:

  1. When editing your campaign, click the TT iconchange-font-type-size-color-email image
  2. By default, your text is in medium size. You can change it to small, large or x-large.change-font-type-size-color-email image

Here’s the final result:

change-font-type-size-color-email image

Here’s how to change the text color:

  1. Switch from the Text to HTML view using </> icon.change-font-type-size-color-email image
  2. Add the following part to your code:
    <font color="green">This is your message!</font>

You can replace “green” with a different Color Name or Hex Color Code. Search your browser for HTML Color Picker.

change-font-type-size-color-email image

3. Switch back to the Text view.

change-font-type-size-color-email image

Q: Can I use my custom font from outside Woodpecker?

You can only use fonts available in our text editor at the moment. There is no way to add your own, custom fonts, even through HTML.

Manual Tasks are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


IN THIS ARTICLE

How it works
How to set it up
FAQ


How it works

You can add Manual Task to your campaign workflow to remind yourself about tasks related to your prospects to do outside of Woodpecker. This can be a reminder to make a phone call, send a connection invite on the social media platform, or simply to check on their status in-app.

add-manual-task-campaign image

Manual Tasks will impact your campaign flow, as prospects whose tasks remain unresolved will be stopped from progressing further in the campaign sequence. What happens if my task is overdue? »

Once you create a task in your campaign flow, it will appear in the ‘Task’ tab only after your prospect reaches a certain step in the whole sequence. For example, if your task is set after the first follow-up you’ll see it when your prospects will receive a second email from you.


How to set it up

Creating task

While creating or editing your campaign, simply click on an icon to add another step to it and choose between an email and a task. If you decide to choose a task, you’ll be given an option to name your task and write a short description of the action that needs to be done.

add-manual-task-campaign image

On the right panel, you’ll be given an option to choose how much time you give yourself to do this task or to delete this task.

If this task is the opening step for your campaign you’ll be also able to set several prospects for which this task can be created daily.


You cannot delete a task that was created for even one prospect. You can only do so before your prospect reaches a step with it.


Campaign requires attention

If you see a Requires attention message underneath the campaign name in your Woodpecker account this means some tasks need to be done as the campaign reaches them.

add-manual-task-campaign image

Simply go to your campaign view to take care of them in the ‘Tasks’ tab.

‘Tasks’ tab

In this tab, you’ll see all the tasks you’ve set as soon as prospects will reach a certain campaign step. If there are currently no tasks that need to be completed you’ll see information about coffee break as there is nothing for you to do today.

add-manual-task-campaign image

You can filter your tasks by their due dates and markings: ‘ All time’, ‘Next 7 days’, ‘Done’, ‘Overdue’, ‘Ignored’.

add-manual-task-campaign image

Marking a task as done

If you want to mark your task as done, simply click on the circle with a checkmark next to its name. You’ll see it change to a green color, which means that it will be marked as done and your prospect will move forward in the campaign sequence.

add-manual-task-campaign image

You can also skip your task by clicking on the arrow on the right, next to your prospect details, and clicking ‘Ignore’ next to the red cross.

add-manual-task-campaign image

By marking your tasks as done or ignored you allow your prospects to move forward in the sending sequence. However, if your task remains unresolved, as long as you don’t mark it, your prospect will be stuck in the campaign flow at this step.

If you decide to ‘Ignore’ overdue task your prospect will be assigned status ‘Paused (manual)’ and you’ll need to mark them as active in the ‘To Check’ tab »


Campaign statistics with Tasks

At the bottom of your campaign page, you’ll now also see statistics about your task in the campaign flow. You can see how many of them are ‘Created’, ‘Done’, ‘To Do’, ‘Ignored’, and ‘Overdue’.

add-manual-task-campaign image

You can also see those in the exported CSV file – here you can learn more about exporting statistics from Woodpecker »

add-manual-task-campaign image


FAQ

Q: What happens to the task if my prospect responds?

If your prospect replies during the time period when you need to do your task, they will be assigned status ‘Responded’ which, even if you mark your task as ‘done’ or ‘ignored’ will stop them from moving further into the campaign flow.

They will not receive the next scheduled emails and the next tasks won’t show up in the ‘Tasks’ tab for them. The same goes for every other status than ‘Active’.

Q: Do I need to connect an email account to have a campaign made only with Manual Tasks?

No, if you’re not going to send an email via this campaign, you do not need to connect an email address to it to get it up and running.

Q: Can I undo my task?

Unfortunately, no. If you mark your task as ‘done’ it cannot be undone as your prospect has already been queued for the next step in the campaign.

IN THIS ARTICLE

How it works
Uploading an image to the hosting service
Adding the image to the email copy
Adding the image to the signature
FAQ

How it works

If you want to include an image, you need to provide a link to it. Therefore, the image must be uploaded to a server or hosting service, and there must be a static link (URL) to it.

Usually, there is no problem with uploading the image to the same server which hosts your website. Please remember, that you will not be able to add a photo that is uploaded to Google Drive or Dropbox due to privacy settings.


Uploading an image to the hosting service

You need to add the image to the shared hosting websites with pictures. It will be totally free for you. A hosting service that works well in most cases is, for example, imgbox. You can also find plenty of other hosting services but sometimes they provide links that do not work so be careful.

The process of uploading the image to the hosting server imgbox:

  1. Click UPLOAD IMAGES to select a file.
  2. Choose the image from your computer.
  3. Before you upload the file, in imgbox.com you’ll be asked to select some settings for it: Content type, Thumbnail (image size), Comments and Gallery Option. You can follow our suggestions from the image below.include-image-email image
  4. When you’re ready, click Start upload.
  5. Copy the link.

For example, https://thumbs2.imgbox.com/bb/6e/aJFfIQcY_t.png

include-image-email image

Note: make sure that you are using the URL ending with either .png or .img from the HTML-Code or BB-Code filed.

If you’ll choose Links Only, after clicking on the image, your prospects will be redirected to a website with advertisements that might include inappropriate content.


Adding an image to the email copy

To add a link using the Insert/edit image option, you’ll need a link like this one, ending with .png or .img.

https://thumbs2.imgbox.com/bb/6e/aJFfIQcY_t.png

Once you have the link, you can click the Insert/edit image icon to open the dialogue box.

include-image-email image

Paste that link into the dialogue box. Please, ensure that your link ends with .png or .img. After pasting the link, click the ADD button.

include-image-email image


Troubleshooting

include-image-email image

You have tried adding image URL but it doesn’t work? There may be 2 reasons: your file is stored locally so Woodpecker doesn’t have access to it, or the link to your image is incorrect or broken. For example, your URL doesn’t end with .png or .img file extension. Go to the FAQ section to read more »


Adding an image in the HTML

Also, there is an option to include an image by HTML code. However, this option is intended for advanced users. Here’s how to do this:

  1. Copy the HTML code of your image from the hosting server.include-image-email image
  2. In the campaign editor, switch to the HTML view by clicking the Text → HTML icon.
  3. Paste the HTML-Code.include-image-email image
  4. Switch back to the Text view to check your image.include-image-email image

Adding an image to the signature

  1. Go to Settings Email Accounts.
  2. Click the email address to open General Settings of this mailbox.
  3. Go to Signature.
  4. Add the image by adding the link to it or paste it in the HTML code.
  5. After you add the image to your signature, update your signature in an existing campaign. Otherwise, the image won’t be added to your campaign. Read more »

include-image-email image


Head over to our blog to understand Risk of Embedding an Image/Video into B2B Email »


FAQ

Q: Can I change the image size? How to resize the image?

Yes, you can change the image size manually or define it in the HTML code. The second option is more complicated, however, it works better and helps to know the exact size of an image.

Resizing image manually

  1. Select the image.
  2. Grab the corners of your image and pull them upwards to enlarge, or downwards to make the image smaller (minimize or maximize).
  3. Deselect the image.

include-image-email image

Changing image size in HTML view

include-image-email image

  1. Click the Text → HTML icon to switch to the HTML view.
  2. In your code, type: width= and height= and provide the numbers that will define the image size. The numbers should be typed in the quotation marks, after the ending .jpg”. For example, type width=”400” and height=”250″.

Here’s your initial code:

<a href="http://imgbox.com/ZNBQXpxn" target="_blank"><img src="https://images2.imgbox.com/4b/91/ZNBQXpxn_o.png" alt="image host"/></a>

Here’s the code with added part:

<a href="http://imgbox.com/ZNBQXpxn" target="_blank" rel="noopener"> <img src="https://images2.imgbox.com/4b/91/ZNBQXpxn_o.png" alt="image host" width="400" height="250" /> </a><br>

Q: My image doesn’t work and cannot be displayed. Why?

include-image-email image

Images need to be properly uploaded on the internet. If an image is saved locally or access to the file is restricted (for example, by Google drive) it will not download and display properly when the email is opened. Here are some hosting services that we can recommend to you: imgbox.com, imggmi.com, Imgbb.com.

Incorrect file extension

Another reason may be the incorrect link to your image (IMAGE URL). For example, like on the image below, the URL doesn’t end with .png or .img.

include-image-email image

What should you do now? Check the link to your uploaded file. To add an image in Woodpecker, use only the link that ends with .img or .png. It should look like this one:

include-image-email image

Q: Is it possible to personalize images?

Yes! Simply add your image URL to your prospect file as a separate field and then map it with one of our snippets while importing. Next, while editing your email copy, switch to HTML view and insert <img src=”{{SNIPPET_1}}”/> (or another snippet, depends on what you’ve chosen while importing) to show a personalized image for this prospect. In the edit mode, it will look like a broken one, however, once you’ll send a test email or choose to preview it – it should display the proper image.

include-image-email image

Q: Where do I get the URL from? Where do I upload the image to generate a URL? I tried to insert an image to an email in a campaign and had to enter the URL of the image.

URL for your image is generated when you upload the image to a hosting website. Check how to upload your image to the hosting service.

IN THIS ARTICLE

How it works
How to set it up
How to remove conditions


If-campaigns are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


How it works

Open-based conditions let you contact more engaged prospects. Set up campaigns with an open-based condition and send more personalized messages to those who opened your emails.

There are 2 open-based conditions to choose from:

  1. If a prospect has opened an email more than X times — specify how many times (X) you want a prospect to open your email for a condition to be met.
    X stands for the number and it can be changed.
  2. If a prospect has opened an email —it’s enough that a prospect opened your email at least once for a condition to be met.

Read about Guide to tracking open rates in Woodpecker


Why do you want to set it up?


Learn more:


How to set it up?

1. Start your If-campaign and add one or more follow-ups to your email sequence.

Remember to have the open tracking switched on.

set-up-open-based-condition image

In case you forget about switching it on, Woodpecker will notify you about it.

set-up-open-based-condition image

2. Next, click ADD CONDITION and select one of the 2 click-based conditions:

Please mind that you can add a maximum of one condition to your email sequence.

3. Finish off by adding content to the emails in the YES and NO Paths. Then, import some prospects and send your campaign.

set-up-open-based-condition image

How to remove conditions?

Hover over the condition so the red X appears. Click it and then confirm with the red button “Yes, I’m sure”.

set-up-open-based-condition image


What will happen to the emails in the sequence?

Removing the condition will delete all emails from Path NO.

When is removing conditions disabled?

You can’t remove the condition when at least one of your prospects has already met the condition.

IN THIS ARTICLE

How it works
Authentication failed
Email provider banned the account
You’ve reached your provider’s sending limit
Check your content – spam detected
Web authorization needed
Your provider limited your account
IMAP authentication failed
Couldn’t connect to host
Token refresh
Your mailbox is full

SMTP provider issues
Other errors
Troubleshooting


How it works

When you are in the campaign list tab occasionally you might see an image like this, an error:

campaign-sending-error image

Campaign error means that Woodpecker came across an issue when trying to connect with your mailbox. During that time the sending is paused.

The first thing to do when you see the error in your campaign is to check whether the email account is connected to Woodpecker at all. It might have disconnected due to password change or, for example, wrong refresh token, etc. Reconnecting your mailbox might solve some of the issues.

How to check and reconnect your email address?

  1. Go to ‘Settings’.
  2. Open ‘Accounts’ tab.
  3. The disconnected mailbox will be marked in red. Click
  4. Click the ‘Reconnect email‘ link. Make sure you use the correct data. In case you’re logged in to more than one email accounts, select the account you’d like to reconnect.

campaign-sending-error image

In some cases, however, as there are many types of errors, reconnection might not work. For example, when your account gets blocked due to suspicious sending activity or reaching your provider’s sending limits. When this happens, Woodpecker pauses sending for some time, even up to 24 hours.

Deleting email account

Mind you, don’t remove your disconnected mailbox from Woodpecker unless you don’t want to use it anymore. Deleting your email account will result in disconnecting IMAP and losing the data you have accumulated in Woodpecker Inbox. If you delete your mailbox from Woodpecker accidentally, don’t worry, your replies are safely stored and accessible through your email provider’s inbox.


Types of campaign errors

campaign-sending-error image

Authentication failed

Banned sender

Quota exceeded

Spam

Web authorization needed

IMAP issue

Token refresh

Space shortage

SMTP provider issue

Read on to learn more about the errors that you can find in Woodpecker, and how to fix them.


Campaign errors

Authentication failed

We couldn’t authenticate your email account. This is quite common, but not obvious. It might mean that you simply changed your email password and forgot to update it in Woodpecker, but it might also mean that your account has been blocked for other reasons.

If it is not an issue with credentials – you are sure that your login, password, and IMAP, as well as SMTP data, are correct, then it would be best to contact your email provider. Before you do so, however, go to ‘Settings’ → ‘Email accounts’ and reconnect your email.


Banned sender

Email provider banned the account

Your email account is suspended due to deliverability issues. For example, you may be sending content considered as spammy, that is:

Keep in mind that your signature is also checked by anti-spam filters. Another reason may be that you haven’t warmed up your newly set up email account or domain yet. In case the email provider blocks your account, Woodpecker pauses the sending from that mailbox for 10 to 24 hours. Contact your email provider to fix this issue.

In the meantime, though, we suggest learning about good deliverability practices. Deliverability know-how will help you to avoid having your account blocked in the future. Examine your campaigns for spam trigger words, such as promotion, best deal, free. Check your statistics. Is the percentage of bounced messages high? If so, you may want to conduct a domain reputation recovery process.

Sending banned

Your email provider banned the account. The system responded with the message: the SMTP username’s account is not allowed to send. Please log in with your web browser and check your mailbox settings.


Quota exceeded

You’ve reached your provider’s sending limit

The campaign sent from your email address is temporarily stopped. There are 3 main reasons why it might have happened.

In this case, we pause sending campaigns from the account in question for 4 to 24 hours.


Your provider limited your account

The campaign sent from your email is temporarily stopped because your email provider limited your account. Similarly to the issue that we mentioned earlier, the error You’ve reached your provider’s sending limit, this error reminds you that you have reached or exceeded your sending limit set by the email provider or you’re experiencing deliverability issues. Here is the list of limits set by the various providers. In this case, we pause sending campaigns from the account in question for 4 to 24 hours.

Fix this issue:

  1. Check your provider’s daily emails limit.
  2. Check the number of bounced emails in this campaign. If it’s too high, check the quality of your prospects’ list or upload a new one.
  3. Check the contents of your emails in services like mail-tester.com or Email On Acid to learn what part of it might be treated as suspicious by various anti-SPAM mechanisms.
  4. Ask your email provider why your messages are being blocked.
  5. Change email copy and use personalized subject line and content.

Spam

Check your content – spam detected

The campaign sent from your email is stopped due to spam alert. Your SMTP server’s filter found something it considers suspicious in your message’s content. It might be a good idea to check the content of your emails using, for example, mail-tester.com to learn what part of it might be treated as suspicious by various anti-SPAM mechanisms.

In this case, we pause sending campaigns from the account in question for 24 hours. Check your email content for spam.

Learn more about Deliverability. Also, find out how to make your emails hit the inbox – read the guide.


Web authorization needed

Web authorization needed

This means that Woodpecker cannot access your mailbox. You need to authorize your email account:

  1. Check the accuracy of your data, making sure that login, password, and the IMAP/SMTP servers are correct.
  2. Go to ‘Settings’ → ‘Email accounts’ and try to reconnect your mailbox.
  3. If the issue persists, contact your Administrator or our Support Team.

You need to activate your Mailgun account

It looks like your Mailgun account is not active. Check your inbox or log in to your control panel to resend the activation email. Read more »


IMAP issue

IMAP authentication failed

Your IMAP (Internet Message Access Protocol) has been disconnected from Woodpecker. This means that we cannot access your inbox to collect replies from your prospects. It’s important to have your mailbox connected all the time so Woodpecker doesn’t miss any incoming message. Why?

Fix this issue:

  1. Go to your mailbox and check the IMAP connection.
  2. Make sure it is not an issue with your username and password.
  3. Go to ‘ Settings’ → ‘Email accounts’ and try to reconnect your mailbox. Read more »

Token refresh

Token refresh

We couldn’t authenticate your email account due to the issue with Token. Refresh Token is an authentication mechanism used to safely connect your email account to Woodpecker. It allows Woodpecker access to your mailbox.

Sometimes, when the Token expires, its authorization and the link breaks so the reconnection is needed. While your account is disconnected, the sending is paused and replies cannot be checked.

Reconnect your email address:

  1. Open ‘Settings’ → ‘Email accounts’.
  2. Click → ‘Reconnect email’. Read more »

Space shortage

Your mailbox is full

This means that the mailbox connected to Woodpecker is full and you can’t send more emails. Some services will not allow outgoing messages in this situation as well. Increase your mailbox size or delete unnecessary messages to make more space.

Your ISP’s mail server is low on disc space

Your sending is temporarily paused. Your ISP (Internet Service Provider) can’t accept any more messages for sending at the moment because there’s no space on your internet provider server. Try later or contact your email service provider.


SMTP provider issue

Couldn’t connect to host

We couldn’t connect with your email account. There has been some problem with the SMTP (Simple Mail Transfer Protocol) connection. This might be temporary.

We recommend checking credentials (login, password, IMAP/SMTP servers, and ports) and reconnecting your account again if necessary. Check your connection ‘Settings’ → ‘Email accounts’. If you keep getting this for a long time you might need to contact your email provider.

You’ve exceeded your SMTP provider’s sending limit.

It looks like you’ve reached a monthly limit of the number of emails allowed by your provider. Log in to your SMTP provider panel and increase the limit to continue sending.

Your Sendgrid API Key either is not valid or set properly.

Your Sendgrid API Key either is not valid or set properly. Learn how to manage Sendgrid API Keys »

Your sender email address doesn’t match the “From” address

Office 365 doesn’t allow setting up a different “From” address than the sender address when connected to Woodpecker through SMTP. Go to settings and connect your email via native integration or change settings in Office365.

Unverified Sending Domain

Sending is paused by Amazon SES

Your sending is paused. Check the mailbox associated with your AWS account for more details and visit the AWS help website »

Amazon SES service still in sandbox

The email address is not verified. You are trying to send an email from an email address or domain that you have not verified with Amazon SES. Check if your account is still in the Amazon SES sandbox. Learn how to connect a mailbox using Amazon SES »


Other errors that you might see are in Woodpecker:

Email blocked due to SPAM problems
Outgoing quota is exceeded
Error: Sender address blocked
Error: TLS not available
Can’t send command to SMTP
Error: Service unavailable
Too many emails per hour
SMTP connection error
Error: STARTTLS not supported
Error: Mailbox suspended
Error: Suspicious content

Email blocked due to SPAM problems

This means that sending your emails was blocked by the anti-SPAM filters of your email provider. This does not necessarily mean that there is something wrong with your emails, as anti-SPAM filters tend to be rigorous nowadays.

In this case, we pause sending campaigns from the account in question for 10 to 24 hours.

The best solution would be to contact your email provider and ask why your messages are being blocked. It might also be a good idea to check the contents of your emails in services like mail-tester.com or Email On Acid to learn what part of it might be treated as suspicious by various anti-SPAM mechanisms.


Outgoing quota is exceeded

This means that you have reached an hourly or a daily limit of the number of emails your provider allows to be sent from one address in a given period. For example, Gmail allows users to send no more than 500 emails daily from one email address.

Here you might find a summary of limits set by various providers, but it is not complete. It is always best to contact your provider directly to address this issue.

In this case, we pause sending campaigns from the account in question for 4 to 24 hours.


Error: Sender address blocked

This means that your provider has blocked your address for some reason. Contact them to resolve this issue.


Error: TLS not available

This means that we could not connect your email account. It is best if you try to connect it again.


Can’t send command to SMTP

There has been some problem with the Simple Mail Transfer Protocol – SMTP – for connection. This might be temporary. If you keep getting this for a long time try reconnecting your email account. If this does not help you might need to contact your email provider.


Too many emails per hour

This means that you are sending emails too frequently, and thus reaching the limits set by your provider. Sending from this account gets paused for 120 minutes. Please review your delivery time and sending interval settings. In this case, we pause sending campaigns from the account in question for 2 hours.


SMTP connection error

There has been some problem with the SMTP connection. This might be temporary. If you keep getting this for a long time try reconnecting your email account. If this does not help you might need to contact your email provider.


Error: STARTTLS not supported

Please contact your email admin. It might be that a secure connection is not available on the port that is used to connect to Woodpecker.


Error: Mailbox suspended

Your email account has been suspended. Please contact your email provider.


Error: Suspicious content

Your SMTP server’s filter found something it considers suspicious in your message content. It might be a good idea to check the contents of your emails in services like mail-tester.com or Email On Acid to learn what part of it might be treated as suspicious by various anti-SPAM mechanisms.

In this case, we pause sending campaigns from the account in question for 24 hours.


Troubleshooting

Woodpecker may connect your email address conditionally. Check what that means and how to fix this issue in our article.

In case of any other connection issues, have a look at our article I can’t connect my mailbox.

Woodpecker does not allow the curly brackets anywhere in the content of the message outside of customization fields, and that means not in the HTML code too. Unfortunately, curly brackets are used in some formatting styles, like CSS, and sometimes they end up being copied to Woodpecker along with the content copied from another source.

emails-not-sent-curly-brackets image

If you are getting this comment please check if there are no curly brackets in the body of your message somewhere. If there is none and you are still getting this error it means that there are probably some brackets in the HTML code.

Here is the simple solution:

1. Copy the text of your message and paste it to notepad or a similar plain text editor.

If you are using TextEdit on Mac you need to switch it to plain text mode first (in ‘Format’ menu). You can also use an online tool, called StripHTML. Just copy the text into the box and hit “Strip HTML”.

2. Copy and paste the text again from notepad to Woodpecker instead of the original text.

All the formatting with curly brackets should be removed.


If for some reason, you are still getting that error you can hunt for the curly brackets manually:

1. Switch to the HTML view using this button:

emails-not-sent-curly-brackets image

2. Look for the curly brackets. Use Ctr+F if necessary.

emails-not-sent-curly-brackets image

3. Remove the brackets.

Usually, whole portions of code within the brackets can be removed, as there are only leftovers that do not change the appearance of your message. Make a copy of your original message nevertheless in case you remove something important.

emails-not-sent-curly-brackets image

4. Switch to the text view again and assess if the content appears as you want it to.

5. Your message should be ready to send.

emails-not-sent-curly-brackets image

Curly brackets are allowed in the footer. In the HTML code, the footer starts with <!–foot–>

They will come in handy if you’d like to:


IN THIS ARTICLE

1. Create Folders
2. Move campaign to a Folder
3. Delete Folders
Folders view
FAQ


Step 1: Create Folders

Folders view

  1. Go to your Campaigns.
  2. Change the view to Folders.
  3. Click ADD FOLDER.
  4. Name your folder and press enter.

use-folders-manage-campaigns image

Campaigns view

  1. Click the dropdown menu next to your campaign.
  2. Select Move to folder.
  3. Type in the name of your new folder.
  4. Click ADD FOLDER.
  5. Your campaign will be added to a new folder. Folder’s name will appear next to the sender’s name (sender’s tag).

use-folders-manage-campaigns image


Step 2: Move campaign to a Folder

  1. Click the dropdown menu next to your campaign.
  2. Choose Move to folder.
  3. Select one of the existing folders, or create a new one.

use-folders-manage-campaigns image

Tip: To change folders quickly, click on the folder’s dropdown and then select a different one.

use-folders-manage-campaigns image


Please note: one campaign can be assigned to only one folder.


Step 3: Delete Folders

  1. Navigate to Campaigns → Folders.
  2. Open the dropdown menu of the folder you want to delete.
  3. Click Delete.
  4. If you added some campaigns to that folder, you’ll be informed about their number.
  5. Click Yes, I’m sure to proceed.

use-folders-manage-campaigns image

Deleting folders doesn’t delete campaigns added there. When you delete a folder, campaigns remain intact. To find them on your Campaigns list, use the filter Folder Not in any folder.


Folders view

Right next to each folder you will find the information about the campaigns added to it. Click on the icon or the corresponding number to see the campaigns of this status (Running, Stopped, Paused, Edited, Draft, Completed.)

Click All to see the total number of campaigns added to your folder.

use-folders-manage-campaigns image


FAQ

Q: What happens when I copy the campaign assigned to one of my folders?
A: That campaign will be copied to the same folder.

use-folders-manage-campaigns image

Q: Can I change the name of my folders?
A: Yes, please click the more options icon and then Rename.

use-folders-manage-campaigns image

Q: Can I add a couple of campaigns to one folder at the same time (bulk adding to a folder)?
A: No, bulk adding campaigns isn’t possible.

Q: How can I find folders added by me or my colleagues?
A: Use the Created by filter in the Folders view.

use-folders-manage-campaigns image

Q: Can I add my campaign to more than one folder?
A: No, one campaign can be added to one folder only.

Q: How can I remove my campaign from the folder?
A: Click on the folder’s dropdown and then remove from folder.

use-folders-manage-campaigns image

Q: Where can I find campaigns which haven’t been added to any folders?
A: You can find them on the Campaign list, filtering by Folder Not in any folder

use-folders-manage-campaigns image

Q: I deleted my folder by mistake. What happens now?
A: Don’t worry. Your campaigns don’t get deleted. You can still find them on your Campaign list, by filtering Not in any folder.

Q: Can I add my campaign to a folder when editing it?
A: Please save your campaign first, and then add to the existing folder or create a new one.

Q: What does the custom email mean? Where can I find them?

use-folders-manage-campaigns image

Custom email is a separate message sent in the form of a Woodpecker campaign. Read more » To find them, go to Campaigns and then filter your campaigns by FolderCUSTOM EMAILS.

use-folders-manage-campaigns image

Here’s the example:

Email #2 in the sequence started sending, but then stopped and it remained that way for a week. You set Email #2 to go out No sooner than after 5 days from the previous email , and it is already week three as the campaign is running.

This is because the “No sooner than…” setting hinges on individual “last contacted” dates for each prospect. Rather than selecting one collective date for sending the follow-ups, the app makes sure all prospects get them in the relevant time frames, so exactly following the “no-sooner-than” clause for each prospect.

Some of your prospects will get your opening emails in the first week (over the next few days since the start of the campaign), but some other might get it in the second week or the following one, and the follow-up schedules will shift accordingly for these prospects.

Here’s what you need to do to know when the remaining follow-ups will be due for sending:

1. Check what are the sending settings for the follow-ups:

campaign-stops-sending-why image

2. Check the queued prospects:

E.g. if you’re waiting for the 4th email to start sending, select “3 emails sent” to see who of your prospects didn’t yet get the third one.

campaign-stops-sending-why image

3. Check the “When” column for the actual dates.

Add the number of days from “No sooner than…” to these dates and you will learn when the campaign will continue sending for these prospects.

campaign-stops-sending-why image

IN THIS ARTICLE

Types of conditions
How to use conditions?
How many conditions can I add?
How to remove conditions?
When is removing conditions disabled?


If-campaigns are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


There are 4 types of conditions to choose from:

Open-based

  1. If a prospect has opened an email more than X times — specify how many times (X) you want a prospect to open your email for a condition to be met. X stands for the number and it can be changed.
  2. If a prospect has opened an email it’s enough that a prospect opened your email at least once for a condition to be met.

Click-based

  1. If a prospect has clicked on a link more than X times add a tracking link in the previous mail and specify how many times (X) you want a prospect to click on a link in your email for a condition to be met.
    X stands for the number and it can be changed.
  2. If a prospect has clicked on a link a condition is met when your prospect clicks the link in your email at least once.

Snippet-based

  1. If a prospect has a snippet X that equals your variable – you can specify a value in a custom field that when matched exactly with your variable, will move the prospect to path YES.
  2. If a prospect has a snippet X that contains your variable – you can specify a value in a custom field that, when partly matched with your variable, will move the prospect to path YES.
  3. If a prospect has a snippet X that is not empty – you can create different emails for prospects that have some data in custom filed, as those will go to path YES. Otherwise, instead of being marked as ‘Paused (missing snippet)’, the rest of them will be transferred to path NO where you can create an email copy for them without this snippet.

Task-based

If there was a task created for a prospect and how it is resolved — add a manual task to your campaign before the condition and based on your action, whether you’ll mark it as ‘Done’ or ‘Skipped’ the prospect will go to path YES or NO.

condition image


If-campaigns allows you to prepare two versions of a follow-up and define a trigger action that will ping Woodpecker to send a respective message. That trigger action takes the form of a Condition.

By adding the Condition, your campaign can now take 2 Paths according to the prospect’s behavior. By applying the Condition, you can better adjust the follow-up email content to the prospects’ level of engagement.

Plus, it gives an additional boost to your email deliverability as your email copy is more varied and nuanced.


How to use conditions?

  1. Click “ADD CONDITION”,
  2. Select 1 of 4 conditions, based either on opens, clicks, or task.

If you use open-based conditions make sure you have an open tracking turned on. In case you use the condition based on clicks, adding a tracked link to your email copy is a must. Task-based condition is available when there is a task created in the campaign flow.


Notifications

If you forget about something, Woodpecker will notify you about it. Here are the reminders you can find in the App:

Open-based conditions

Click-based condition


How many conditions can I add?

You can add maximum one condition at any point to the whole email sequence.


How to remove conditions?

Hover over the condition so the red X appears. Click it and then confirm with the red button “Yes, I’m sure”.

What will happen to the emails in the sequence?

Removing the condition will delete all emails from Path NO.

When is removing conditions disabled?

You can’t remove the condition when at least one of your prospects has already met the condition.

condition image

campaign-statuses imagecampaign-statuses image

Running means that your campaign is currently active and sending emails as scheduled in the Delivery Time options. Running campaigns always appear at the top of your campaigns list. Completed campaigns change their status back to Running when you add new prospects to them.


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Completed means that all emails from this campaign have been sent and there are no more prospects in the queue. The campaign will automatically change its status to Completed after 24 hours after the last email in the queue was sent. This status can’t be applied manually.


campaign-statuses image

Paused means that your campaign is not currently sending emails. You can manually pause the campaign in the campaign view using the icon in the top right corner. You can resume your paused campaign at any time.


campaign-statuses image

Stopped means that your campaign is not currently sending emails. You can set this status manually in the campaign view by using the icon in the top right corner. Your campaign will automatically stop when you disconnect the email address that you used for sending.


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Draft means that your campaign is not currently being sent and is saved as a draft. This status is assigned when you use the ‘Send as Draft’ option in the Summary section or when you exit the Campaign view while editing.


campaign-statuses image

Edited means that you left the campaign while you were editing it and it was previously running. This status is set automatically and cannot be assigned to the campaign manually. As long as the status is Edited, your campaign will not send any emails.


campaign-statuses image

Error means that there are some issues with your campaign or email account that are blocking your emails from being sent. Here is our article about Errors while sending a campaign »

We will help you find your prospects’ LinkedIn account and you can choose how you want to reach out to them – either with a simple connection request, by sending them a LinkedIn message, by reaching out to them with InMail or by simply viewing their account.


Head over to our blog to read more about how LinkedIn Task can make LinkedIn Outreach Easier and Close More Deals »


LinkedIn Tasks are a part of an Advanced Campaigns add-on. Click here to learn more about it » and here to know how to get it on Marketplace »

How to add LinkedIn Task to campaign sequence?

To start off simply click on the type of step while editing your campaign and choose LinkedIn.

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Next, select which kind of LinkedIn task you want to perform. You get to choose between sending a connection request, sending the InMail, sending LinkedIn Message, or just viewing their LinkedIn account.

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In the next step, you can create a message, which can later be copied and pasted while reaching out to your prospect via LinkedIn.

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Snippets used within the task message will be filled with your prospect data once the task is created. Here you can learn how to use our custom fields »

You can also change the settings of your task, such as how many prospects should be enrolled with it per day, or after what time, in case this is not the beginning of your campaign sequence.

The only thing left now is to finish setting up your campaign, import some prospects, and hit the Send button in order to start it.


How do I resolve LinkedIn Task?

Depending on the information about your prospects which you’ve uploaded into Woodpecker, LinkedIn Task can be differently resolved.

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If you’ve provided the URL for your prospects’ LinkedIn account, you’ll see the option to be redirected straight to their profile. Simply click on the View LinkedIn profile button in task details.

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If you are wondering what is the best and the fastest way to find your prospects LinkedIn account check out our integrations, which will provide you with all the necessary information about your potential leads:

Or try using our integration with LinkedIn Lead Gen Form via Zapier »


However, if you don’t have the LinkedIn account URL for your prospects, Woodpecker will generate a search link, which will redirect you to the list of accounts associated with your prospect’s name and company.

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After clicking on the Find Linkedin profile button you’ll see search results in LinkedIn for this prospect’s data.

use-linkedin-tasks image


Woodpecker will give you the most accurate search results if provided with data about the First Name, Last Name, and Company of your prospect. However, the search link can be generated without all those snippets filled.


Once you have your prospect profile, simply click on the copy-to-clipboard button and copy-paste your message to them in the LinkedIn message form. Or send them a Connection Request, depending on which LinkedIn Task you’ve chosen.

After that, you can simply mark your task as done.


Remember that unresolved tasks will stop your prospects from moving forward in the campaign sequence. What happens if I forgot to do my task? »


FAQ

Q: Do I need to connect my LinkedIn account to Woodpecker?

No, you don’t need to connect your LinkedIn account to Woodpecker, since our app won’t perform these tasks for you. LinkedIn Tasks are just reminders for you, to perform certain actions manually.

Q: I don’t see the option to add tasks to my campaign. Why?

LinkedIn Tasks are a part of an Advanced Campaigns add-on. Click here to learn more about it » and here to know how to how to get it on Marketplace »

Q: Can I choose from which LinkedIn account those actions will be performed?

Yes. Since you’ll be performing them manually, you can choose from which account you want to reach out to your prospects on LinkedIn by simply login into it. Woodpecker by default will open a LinkedIn with a currently logged-in user.

IN THIS ARTICLE

How it works
How to set it up
How to remove conditions


If-campaigns are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


How it works

Click-based conditions let you contact more engaged prospects. Set up campaigns with a click-based condition and send more personalized messages to those who clicked on a link in your email.

There are 2 click-based conditions to choose from:

  1. If your prospect has clicked on a link more than X times — add a tracking link in the previous mail and specify how many times (X) you want a prospect to click your email for a condition to be met.
    X stands for the number and it can be changed.
  2. If your prospect has clicked on a link — a condition is met when your prospect clicks the link in your email at least once.

Read about Adding tracked links in Woodpecker.


Why do you want to set it up?


Learn more:


How to set it up?

1. Start your If-campaign and add one or more follow-ups to your email sequence.

Remember to insert the tracked link to your offer in the email copy.

2. Next, click ADD CONDITION and select one of the 2 click-based conditions:

Please mind that you can add a maximum of one condition to your email sequence.

3. Finish off by adding content to the emails in the YES and NO Paths. Then, import some prospects and send your campaign.

set-up-click-based-condition image

How to remove conditions?

Hover over the condition so the red X appears. Click it and then confirm with the red button “Yes, I’m sure”.

set-up-click-based-condition image


What will happen to the emails in the sequence?

Removing the condition will delete all emails from Path NO.

When is removing conditions disabled?

You can’t remove the condition when at least one of your prospects has already met the condition.

IN THIS ARTICLE

How does it work?
How to set it up?
FAQ

How does it work?

By selecting the option ‘Use prospect’s timezone if available’ while creating a campaign, you let Woodpecker schedule your emails in your prospects’ timezones.

In this case, if available means that you’ve already selected the right timezone for your prospect. You can do that manually, as explained in Step 1 or using our automatic detection.

schedule-emails-prospect-timezone image

Let’s say that your Delivery time is set to 9:00 AM-10:00 AM, (GMT+2:00 Europe/Berlin), and some of your prospects come, for example, from Portugal (GMT+1:00 Europe/Lisbon), others from Hongkong (GMT+08:00) and there are some with no timezone available.

schedule-emails-prospect-timezone image

Your campaign will be sent:


What happens if there’s no timezone available for some of the prospects?

Woodpecker will skip this step and send your emails according to the timezone you’ve chosen for this campaign.


How to set it up?

Step 1

Detect your prospects’ timezones automatically, or select the timezone manually:

  1. Open the main Prospects list.
  2. Go to the column ‘TIMEZONE‘ by dragging the cursor to the right.
  3. Click Select timezone… and scroll through the list to choose the right timezone for your prospect.

schedule-emails-prospect-timezone image

Step 2

  1. Open your campaign and edit it.
  2. Click on the gear icon in the top right corner.schedule-emails-prospect-timezone image
  3. Set the Delivery Time and timezone from the list.
  4. Checkmark the box ‘Use prospect timezone if available’.
  5. It’s all set. Run the campaign.

schedule-emails-prospect-timezone image


FAQ

Q: I selected the timezone for my prospects but didn’t mean to. How can I go back?

  1. Simply click the previously selected timezone,
  2. Choose Unknown from the list. Done! Tip: you’ll always find it on the top!

schedule-emails-prospect-timezone image

Q: I noticed that there’s an option to detect the timezone. How does it work?

Here’s our instruction, please have a look!

Q: I can’t find the ‘TIMEZONE’ column. What am I doing wrong?

Don’t worry! Most probably this column is not shown in the table.

  1. Click the three dots in the top right corner of the table to open the drop-down menu.
  2. Navigate to the second page by clicking the arrows.
  3. Checkmark the’ timezone’ box.

schedule-emails-prospect-timezone image

The whole process consists of 3 parts:
1. Converting a video to GIF
2. Adding the GIF to an Image Hosting Service
3. Uploading the GIF’s URL to email copy in Woodpecker.

Convert Video to GIF

Convert the video file to GIF using an online tool, for example, Ezgif.

  1. Upload the file
  2. Convert it
  3. Save it on your computer

add-video-campaign image

Upload GIF to Hosting Service

Once the video is converted to gif, upload it to to the hosting service. Adding a GIF requires the same process as adding the image – you need to upload the GIF to some hosting service and then copy the link. Here is our step-by-step instruction on how to do that.

  1. Enter ImageShack or another hosting service
  2. Click BROWSE & UPLOAD
  3. Choose the GIF from your computer
  4. Select ‘Direct’ or ‘HTML’
  5. Copy the link (GIF’s URL).

Add GIF’s URL to email copy in Woodpecker

The next step is to add the link to your email copy.

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1. Click the Image button in the email editor.

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2. Paste the GIF’s URL link into the dialogue box. After pasting the link, click the ADD button.

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However, we do not recommend adding a lot of videos, GIFs or images to cold email copy. It can be risky for the domain – emails that contain videos/GIFs are often marked as spam, the domain reputation is getting worse and, in effect, the domain can be temporarily blocked by the email provider.

If you still want to include video in your email head over to our blog to read A Guide to Personalized Email Using Individual Videos and GIFs » for better campaign results.


If-campaigns are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »

Watch our video where we explain all the new features:

With If-campaigns, we divided the process of creating a campaign into 3 parts:

1. PATH – create a sequence of emails
2. PROSPECTS – import and add your recipients
3. SUMMARY – preview and send or save the campaign

conditions image

Moreover, we introduced new features which help you manage your campaigns for better results:

Condition — determined which email sequence will be sent to prospects who opened your message and those who didn’t

Path YES and Path NO — depending on the action a prospects takes, they will be sent a respective follow-up sequence

Updated follow-up settings — send your follow-ups also within hours after your previous email was sent

NONRESPONSIVE — a local status that is assigned to prospects who don’t respond to any message within that campaign


Step 1: Create a Path

Here you can read what’s new and what features you can use to enhance your campaign’s performance.

ADD CONDITION

You can add one condition at any place in your email sequence. This condition splits your Path into another two: Path YES and Path NO.

Simply put, now you can decide what email your prospects will receive next. If the prospects perform the action determined by the condition, Woodpecker will send them emails from Path YES. If not, then Woodpecker will send the sequence from Path NO.

What is the condition?

A condition defines the action your prospect takes, which triggers the next email from your sequence to be sent.

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That is if your prospect does A → Path YES starts. If a prospect doesn’t do A, as expected → Path NO begins.

There are 4 types of conditions to choose from:

Open-based

Click-based

Task-based

If there was a task created for a prospect and how it is resolved — add a manual task to your campaign before the condition and based on your action, whether you’ll mark it as ‘Done’ or ‘Skipped’ the prospect will go to path YES or NO.

Snippet-based

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REMOVE CONDITION

  1. Hover over the condition so the red X appears.
  2. Click X and then confirm with the red button “Yes, I’m sure”.

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What will happen to the emails in the sequence?

Removing the condition will delete all emails from Path NO.

When is removing conditions disabled?

You can’t remove the condition when some of your prospects have already met the condition.


YES/NO

By adding a condition you create 2 Paths: Path YES and Path NO.

Path YES

For the prospects who opened your email within a certain time (days or hours).

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Path NO

For those recipients who didn’t open your email within a certain time.

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Here’s how your campaign looks like after adding a condition. Switch between the Paths by clicking YES and NO.

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Now you can add more emails to each sequence. When all of the emails are sent and no response is registered from a prospect, they are marked with a status

NONRESPONSIVE.

This is a local status, which means that you can see it only within the campaign. Learn more.

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Step 2: Add prospects

First, add your prospects manually or import them either from a CSV, XLS or XLSX file or Prospects database.

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In the example above, you can see 3 prospects who were added to the campaign. You can filter them by Status, Campaign, whether they were contacted or not, the file they were Imported from and by the Tags. Learn more about tagging your prospects.

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Step 3: Send

See an overview of your campaign:

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Emails

How many emails you have in each Path.

Prospects

The number of prospects, who were added to the campaign.

Send from

The email address you use for sending this campaign. You can change it in this step.

Cc/Bcc

Send a copy of this campaign to another email address.

Preview

We encourage you to preview your campaign even before sending a test email.

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STATISTICS

Okay, so once you hit the “Send” button your campaign has been running successfully. You can quickly see all the details by clicking the “Actions” tab.

More information about how to use cold email stats you can find in our Quickstart 2.

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LAST ACTIVITY

Check “Last Activity” to see which Path was sent to a particular prospect. Click the black arrow right next to the Interest level smileys to see the details. Hover over the blue icons to preview your prospect’s journey.

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The second most common cause for this besides email not being properly connected to Woodpecker is timezone settings.

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Delivery time

The Delivery Time customization is meant to give you control over the time when your prospects will actually get your cold mail in their mailbox. It might be especially useful if you and your prospects are a few time zones away.

It is pretty easy to set. You set days and hours during which the given email will be sent. By default, it is set to 24/7.


Timezone

You can also set the timezone, and what is important is that it relates to the recipients! Quite often we get questions like: “My campaign is set to be sent 1.00 pm – 5.00 pm. It is 2.00 pm and no mail got sent. What is wrong?” More often than not a quick glance at the time zone setting reveals that, at the recipient’s place, it is actually a couple of hours before the scheduled sending time.

Also, it is worth remembering that The GMT +/- settings relate to GMT+00:00, so for example if I am in Poland, that is GMT+02:00, and I want to reach somebody who is in Pacific Standard Time (PST) zone, which is GMT-07.00 the difference between us is -9 hours, not -7 hours! This might seem obvious but happens to be overlooked.


Learn how detecting timezone works and how to set Delivery time and timezone.


How to add call-task to campaign?

While creating your campaign, simply choose a Call option for your step in order to use our call-tasks.

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Call-Tasks are a part of an Advanced Campaigns add-on. Click here to learn more about it » and here to know how to get it on Marketplace »


If you provide us with your prospects’ phone number through {{PHONE}} custom field, we will create a task that will remind you of making phone calls to your potential customers.

The task name is set to ‘Make a call to: {{PHONE}}’. However, you can add additional information about your prospects or the conversation you want to have with them in the task details section.

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From there you can also set the number of days which you give yourself to resolve this task.

There is also an option to choose the device you want to use to resolve your call tasks. You’ll see it in your Woodpecker mobile app, from which you can directly call your prospects.

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You can choose multiple devices for one task and call-tasks will be visible on all of them.


Read more about our Woodpecker mobile app here »


How to resolve Call-Task?

Call Tasks can be resolved in two ways: first one is through the web application in which you simply mark it as Done manually.

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The second option is by logging into your Woodpecker mobile app and by actually making a phone call to your prospect for who the task was created. After that, you can change the task status in the app.

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If they answer your call and the conversation will last for at least 20 seconds, Woodpecker will change the status of your prospects to Responded and they will not progress further into your campaign.

Keep in mind that the Woodpecker app cannot tell if it were your prospects who answered their phone or if it was their voicemail. In both cases, the status will change to ‘Responded’.

However, if it was a voicemail, you can simply change their status back to Active from the mobile app.

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Remember that unresolved tasks will stop your prospects from moving forward in the campaign sequence. What happens if I forget to do my task? »


Head over to our articles about mobile slots and Woodpecker mobile app in order to learn more about them »

You can easily set up your own tracking domains in Woodpecker, which will handle three functionalities for you:

You can have one subdomain for all three trackers or separate subdomains for any of these – this is up to you.


The benefits: your emails will point to your own domain, rather than to a generic tracking domain that the App uses by default; this also increases your emails’ deliverability, because the domain in the links will match the domain in the sending email address.


You can read more about the pros on our blog: Custom Domain for Tracking Email Opens, Clicks and Unsubscribes in Woodpecker »


TL;DR

  1. Add a new CNAME record apple.wcheck.org for your tracking subdomain(s) in your domain settings panel. If using separate subdomains for each tracker, add this CNAME record for each of these.
  2. Next, navigate to Settings → Email Accounts in Woodpecker; click your mailbox, go to Sending → “Custom Tracking Domains”. Add your subdomain(s) here, and click “Save Changes”.

Here is how you can configure your own tracking domain in Woodpecker in two steps:

Step #1

Open your domain’s settings panel, and add new CNAME record apple.wcheck.org (which is Woodpecker’s tracking that you need to plug into) for the subdomain that you are going to use for tracking purposes.

If you are going to be using separate domains for each tracker, you will need to add a CNAME record for each (three total).

E.g. CNAME o.customer-success.com apple.wcheck.org

Note: It may take some time for the DNS (Domain Name System) to update the settings for your domain – that’s just how it works. It may be a good idea give it some hour, then go to step two and give it a try.


Step #2

Head over to Woodpecker and go to Settings → Accounts, then click your email account in the list, then Sending and scroll down a bit to find the section “Custom Tracking Domains”.

Next, input your tracking subdomain’s address into each field (respectively, if you are using separate subdomains for each tracker).

E.g. o.customer-success.us

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Note: If the address hasn’t been recognized by the App, it means the DNS didn’t yet update to include your domain’s new settings. Please give it an hour more and then try again.

What’s left to do after you get the green tick marks is to click “Save Changes”, and Woodpecker will take care of the rest.

From that point on, all emails sent through Woodpecker from this particular mailbox will use your own domain for tracking unsubscribes, email opens and/or link clicks.


Still not sure if you need Custom Tracking Domain?

In the video below, Ania, our Technical Assurance Specialist will talk about all the advantages of setting it up and the process itself. If you’ll have any additional questions regarding this topic, feel free to reach out to us at [email protected] »

If you forget to do so, your task will be automatically marked as ‘Overdue’ and will stop your prospect from moving on to the next step in the campaign.


Manual Tasks are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


What’s next?

If you forget to mark a task in set time, the prospect assigned to the task will still be shown as Active. However, such prospects will not proceed in campaign flow unless you change their task markings.

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Remember that marking your overdue task as both ‘Done’ or ‘Ignored’ will put your prospects in the ‘To Check’ tab with status ‘Paused (manual)’ and you will need to change their status back to ‘Active’ there. More about ‘To Check’ tab here »


I’ve completed my task but emails aren’t being sent

You completed your task for certain prospects, however, they aren’t queued for sending in the next step? Please check their status.

Only prospects with the status ‘Active’ will move further in campaign flow after completing their task by you.

If your prospect is Blacklisted, clicked unsubscribe link and is assigned as Opt-out or Responded in the meantime, they won’t be moved further in campaign flow even if you complete your task. Here you can read more about statuses in Woodpecker »

IN THIS ARTICLE

How it works
How to set it up
How to remove condition


Manual Tasks are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


How it works

Task-based condition lets you contact persons to whom you’ve proceeded with additional actions, such as making phone calls or sending a connection request on the social media platform. This allows you to create a more personalized email copy.

There is only one condition associated with tasks – whether they are marked as ‘done’ for the prospect, this will move them to path YES, or if it is marked ‘ignored’, then they will go to path NO.

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If task for your prospect will remain unresolved they won’t go further in the campaign sequence, as their task will be neither ‘done’ nor ‘ignored’. What happens if I forgot to do my task? »


Why do we recommend setting it up?


How to set it up

  1. Create your campaign with one or more tasks or follow-ups in your sequence.
  2. Next, click ADD CONDITION and select condition based on your task. Please, remember that you can only add one condition to your campaign.
  3. Finish off by adding either email or another task in both paths YES and NO. Then simply import your prospects and click ‘Send’.

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How to remove condition

Hover over the condition so the red X appears. Click it and then confirm with the red button ‘ Yes, I’m sure‘.

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Remember that you can not delete the condition if even one prospect already met it.

IN THIS ARTICLE

1. A/B Testing
2. If-campaigns
3. Manual Tasks
4. FAQ


Advanced campaigns as an add-on are available in our Marketplace. Click here to learn how to purchase them »


A/B Testing

A/B testing, also known as split testing, is a process of comparing versions of your content in the same email campaign. You can test different elements of your email, like subject line or signature, measure their performance, and create your future email campaigns based on what’s working and what’s not.


Head over to our blog to see our Step-by-step Guide to A/B Testing Cold Emails and Follow-ups »


Here you can find our guides on running A/B testing in Woodpecker:
How to carry out an A/B test? »
A/B Testing: FAQ »


If-campaigns

Running a campaign with condition gives you the opportunity to personalize your content based on chosen criteria which is a great way to improve your engagement rate and deliverability. You can do so by choosing certain actions that your prospects need to meet. Based on it, they will be separated into two paths: Yes and No, and will receive different emails.


On our blog you can find additional information about If-campaigns: Send Follow-ups that Boost Sales Engagement »


More resources about running a campaign with the condition:
How condition works? »
What is a condition? »
How to set up an open-based condition »
How to set up a click-based condition »
How to set up task-based condition »
How to set up snippet-based condition »


Manual Tasks

Manual Tasks are an additional step in your campaign flow that allows you to create reminders to make a phone call, update prospects’ data, and so on. It is a great way to increase your engagement rate and create a uniquely personalized contact with your prospects.


Check out our article and learn how you can Schedule In-app To-dos to Close More Deals »


Below is a list of our guides that will help you create tasks in your campaign:
How to add Manual Task to campaign? »
What happens if I forgot to do my task? »


FAQ

Q: Can I only buy a part of this add-on? I just want Manual Tasks.

This add-on can only be purchased as a whole package. There is no option to select which part of it you can have.

Q: Can I mix those in one campaign?

Yes, you can combine their powers to create complex and well-built campaigns. For example, you can base your condition on a task and then test which subject line works best in both paths.

A/B Tests are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


IN THIS ARTICLE

How it works
How to carry out an A/B test
FAQ

How it works

What is A/B testing for?

Carry out the A/B test by adding two or more versions of your email.

Create and test a maximum of 5 email versions per one step in your campaign.

Test one thing at the time.

Send one email version to at least 100 prospects.


Why should you A/B test your email campaign?


What can you A/B test?

Please note

Delivery time, timezone, and signature stay intact for the whole step. These settings cannot be changed separately for each email version.


How to carry out an A/B test?

Before you start

Step #1 Create different email versions

Each campaign starts with version A of an opening email – this is your original message. Add one on more email versions to start testing your campaign.

Adding versions

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Deleting versions

  1. Hover onto the version that you want to remove.
  2. Click the ‘Options’ icon.
  3. Select ‘Delete’ from the dropdown menu.
  4. Click ‘I’m sure’ to confirm.

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Please note


Step #2 Add follow-ups

Add one or more follow-ups to increase the chance of opening your email and test them too.


Sending follow-ups

Sending follow-ups in the same thread

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Leave the subject empty if you want to send your emails in the same thread. Your follow-ups will be sent with the previous subject line, attached to the other emails in the sequence. It will start with “Re:” the subject line. For example, “Re: Hi!”

Sending follow-ups as a separate message

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Type in a new subject to send follow-ups separately. Each follow-up will be sent as a separate message with the new subject line and without the body of the previous message attached as a citation.

However, if you wish to attach the previous message, just click the quotation mark icon. Your follow-up will be sent with the new subject and the content of the previous message will be included in the thread.

Read more »


The process is fairly the same as when you split test the opening email. Add a blank new version by clicking ‘+’ (‘Add version’) or copy the existing version. One version of a follow-up will be randomly assigned to a prospect in each step.

How does it work? Let’s say you have 1 opening email and 2 follow-ups in the campaign sequence. That gives 3 steps:

New versions will be drawn for a prospect right before sending a message. That means that your prospect can receive, for instance, version B of Email 2 and version A of Email 3.


Step #3 Preview the campaign

Check how each version of your email and follow-ups will look like in your prospect’s inbox. Scroll down to the bottom of the page and click the PREVIEW button.

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Customize the opening email

After email customization, we add a symbol of the version that you edited, for example, ‘A’ and tag ‘CUSTOMIZED’. See the example below.

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Step #4 Send test campaign

Test the sending and see how your email will look like in your prospect’s inbox.

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If everything looks good, click ‘SEND’ to start your A/B test.


Step #5 Compare the results

Your campaign will start running as soon as you hit the ‘SEND’ button. The emails will be sent according to the Delivery time and timezone that you set up for this campaign.

To check your results, open your stats dashboard.

Statistics

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‘Best result’

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Turning off/on an email version

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If-campaigns

Last Activity

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Exporting results

Simple campaigns

Campaigns without conditions. Column PATH intentionally left empty.

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If-campaigns

Column PATH filled in with the data Path YES or Path NO.

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For more information, check out the A/B Testing: FAQ »


Learn more on our Blog


IN THIS ARTICLE

How it works
How to reconnect your email account
FAQ
Troubleshooting


How it works

Go to the ‘Settings’ → ‘Accounts‘. There, you should see a list of email accounts connected to your Woodpecker account.

Emails accounts connected properly are shown in black.

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Mailbox disconnected from Woodpecker will appear in red.

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How to reconnect your email account

1. Go to ‘Settings’ → ‘Email accounts’.

2. Select the disconnected email account. You will be redirected to a new page.

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3. Click the Reconnect the email link.

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4. Follow the steps on screen, allowing Woodpecker to access your inbox if necessary.


Here you can find our separate article on how to safely reconnect the email account » and in case you’ll have any troubles doing so, reach out to us at [email protected] »


FAQ

Q: Why did my mailbox got disconnected?

A: Let’s say you have a Gmail or Microsoft account. You may have configured it properly some time ago then somewhere along the way you changed your password. Please remember that you need to update the password in Woodpecker as well. Besides, your mailbox can get disconnected because of the issue with the authorization mechanism called Refresh Token. We use it to safely connect your Woodpecker account with your mailbox and grant the App access to your inbox. Sometimes it’s authorization and the link breaks so reconnection is needed.


Troubleshooting

Woodpecker may connect your email address conditionally. Check what that means and how to fix this issue in our article.
In case of any other connection issues, have a look at our article I can’t connect my mailbox.

However, sometimes you may notice that your campaign is marked as Completed even if some emails haven’t been sent yet.
In this case, have look at To Check tab.


If there are any prospects marked as To Check, a red dot appears next to the column’s name:

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Let’s say that you run a campaign for 500 prospects. After a few days since it has started, you check the statistics – you find out that 200 emails were delivered, 4 email addresses were marked as invalid and 1 as bounced. Together it makes only 205 emails, however, the App shows that the campaign is completed. So why Woodpecker hasn’t sent the rest of the emails?

To find it out, open To Check column → category Missing snippet.

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Category Missing snippet includes prospects whose custom fields – snippets are missing. Woodpecker cannot send emails to them because there is no data to be merged with the snippet used in the copy. However, those addresses are not considered as queued emails – that’s why the campaign’s status says it is Completed although not all of the emails have gone out.

In the example shown above, a column with Snippet 3 is marked in red because this particular snippet was added to the copy, but the corresponding fields are empty in the database.

As soon as you fill the missing fields and click ‘Send’, Woodpecker will mark those prospects as ‘Queued’ and the sending process will be resumed.

Alternatively, you can remove the snippet from the email copy and bulk change your prospects’ status. Learn how to update statuses in bulk »

A/B Tests are a part of an Advanced Campaigns add-on, click here to learn more about it » and how to get it on Marketplace »


Why should I use A/B testing? How am I going to benefit from this test?

A/B testing shows you which variation of your email proves to be the most fruitful and helpful. While experimenting with the subject line or email copy, you learn which of your practices brings better results. In turn, you discover how to tweak your campaigns to turn your cold contacts into business partners. Also, your chances to avoid being caught by anti-spam filters are higher when using multiple versions of your email. The more variations of email and the more randomized sending, the better for your email deliverability.


What can I test?

Anything that you have in the content of your email. You can experiment with multiple variations of the subject line and the email body. Delivery time that you set up for each step (each email in the campaign sequence) and your signature will stay the same.


Is there a way to quickly check if I used A/B testing in my campaign?

Yes, look for an ‘A/B’ tag on the list of your campaigns. Split test campaigns are marked with the ‘A/B’ tag.


How many versions of my email can I test?

You can add and test up to 5 versions: A, B, C, D, E. If you’re not happy with the version you created, you can delete it and then add a new one.

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How can I make the subject line feel more personal?

To personalize your subject line you can use one of the snippets available in the email editor, for example, {{FIRST NAME}} or {{COMPANY}}. There’s plenty of options.

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Before you hit the ‘SEND’ button, though, make sure you’re not missing any important information. Preview your campaign and send a test campaign to yourself and to see how your emails will look like in your prospect’s inbox. Read more about snippets »


Can I also A/B test follow-up emails?

Yes, you can carry out the A/B test for all steps in the campaign. The process is fairly the same as when you split test the opening email. Add a blank new version by clicking the green + symbol (‘Add version’) or copy the existing version. One version of a follow-up will be randomly assigned to a prospect in each step.

How does it work? Let’s say you have 1 opening email and 2 follow-ups in the campaign sequence. That gives 3 steps:

A new version will be drawn for a prospect right before sending it. That means that your prospect can receive, for instance, version B of Email 2 and version A of Email 3.


Can I perform A/B testing on a campaign with conditions?

Yes, there are no restrictions. Please mind that although we don’t block performing A/B tests in If-campaigns, the statistics may not be accurate due to a small number of prospects in each Path.


Is there a minimum number of prospects needed for the A/B test?

No, there isn’t. Woodpecker won’t block the sending even if you have only 2 or 3 prospects in the campaign. Nevertheless, we recommend sending one email version to at least 100 prospects. So if you’re planning to test 4 versions of email, it’s best to import at least 400 prospects.


How are the prospects assigned to one version?

Prospects are selected in random order from the pool of email addresses added to the campaign. First, the prospect will be drawn for the version A of Email 1, second, for version B, thirdly, for version C, and so on. Next, in the same process, we will randomly select prospects for the next step in a campaign.


How many prospects are assigned to one version? Do you assign prospects evenly?

Prospects are selected randomly yet distributed evenly. That means that each version should be sent to a more or less the same number of prospects.


What about the statistics? Will they show that I used A/B testing in the campaign?

Yes, open your campaign and have a look at your stats dashboard. There you’ll see all versions you have tested. Your best results will be marked with a little badge – a special winner icon. For example, your open rate may be the best in version A (check the column ‘OPENED’) while the highest response rate may bring version C (‘RESPONDED).

‘Best result’ badge for Interest level is available only for the prospects marked as ‘Interested’.

If you’re not happy with the performance of some of the email versions, you can turn them off so they won’t be sent to prospects anymore.


Can I turn off the sending email version?

Yes, you can turn off an email version with worse results so it won’t be sent to prospects anymore. Please note that at least one version of the sending email has to be active.

Open your stats dashboard and click the toggle switch to turn them off/on.

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Can I delete a version?

Deleting versions is possible as long as no emails have been scheduled to be sent. What does it mean and how does it work? You can see scheduled emails as QUEUED emails in the statistics.

Please note that the option to delete a version will be disabled if at least one version has been sent from a particular step. You’ll see a message “You can’t delete any version as one of them has already been sent”.


Can I customize an email while doing A/B testing?

When previewing your campaign you’ll see the option to customize Email 1. If you edit one of the versions, that version will be assigned to a prospect. Other versions of Email 1 won’t be shown in the preview. See the example below.


Can I edit my email versions after the sending has started?

Yes, for example, when you notice that the performance and conversion rate of one of the sending email versions is low.


Can I add a new version when my campaign is running?

Yes, you can add another version at any time.


It seems that I cannot add any version. Why?

A/B testing is possible only with purchased Advanced Campaigns add-on. Click here to learn how to get it »


What happens to the versions when I copy the whole campaign?

Making a copy Woodpecker will also replicate all the added versions except the ones which you customized in preview. Learn more about customizing email in the preview »


How do conditions work when I carry out the A/B in some versions?

In case you added an open-based condition – all of the version needs to have open tracking allowed. We’ll show you a short reminder in case you forget about switching the open tracking on: ‘Open tracking needs to be on because of the condition you’ve set for the next follow-up”.

The same goes for click-based conditions. We’ll notify you that you need to ‘Add a tracking link to all versions of the previous email’. Otherwise, sending will be impossible.


Feel free to go ahead and check our blog post covering A/B Testing in Email: an FAQ to Clear All Your Doubts »


IN THIS ARTICLE

How it works
How to customize step in preview
Troubleshooting: curly brackets
FAQ

How it works

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Customizing step – in other words, editing your email in preview – creates a customized message for a particular prospect. When doing so adding new snippets isn’t possible.

However, removing missing custom fields, marked in red, is advisable. Why? Removing the missing custom fields lets you reach out to the particular prospect regardless of the missing data.

Customize the content for a particular prospect:


How to customize Step#1 in preview

1. When editing your campaign, scroll down to the ‘SUMMARY‘ section.

2. Click ‘PREVIEW’.

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3. Check the content of your campaign for a particular prospect.

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4. Click ‘customize’ link.

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5. Customize your Step#1.

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6. After you finish previewing your messages you can return to the draft.

There are 2 options:

Click X (top right corner.)

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Click <<back to campaign (bottom left corner.)

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7. Click ‘RUN’ to start your campaign or ‘send test campaign’ to check how it looks like in your inbox.

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Troubleshooting

Curly brackets {{ }} define custom fields in Woodpecker. You cannot use them otherwise.

That means saving changes to the email with the existing missing snippets isn’t possible.

What can you do? Remove missing custom fields or cancel editing.

Read more about curly brackets »

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FAQ

Q: My campaign starts with Manual Task and my opening email is in Step#2 – why I can’t customize it?

You can only customize Step#1 in a preview – no matter what type of step it is.

Q: Can I also edit other emails in my email sequence?

Not yet, however, we’re working on it. Check our article What’s new and Roadmap to stay up-to-date with the newest releases.

Q: How can I remove missing snippets?

  1. Select missing snippets marked in red.
  2. Remove the snippet using Delete or ← Backspace.

customize-step-preview image

Q: What happens when you delete the prospect who received the customized message?

If you remove such a person from the Woodpecker database, the App also deletes the customized message.
Read how to remove prospects from Woodpecker »

Q: Do you have any tips on writing and creating the email content? How can I tailor my messages for better engagement?

Yes, please check the list of our blog posts below:

Your website and CRM can take great advantage of custom tracking links for tracking individual prospects and their actions, e.g. whether or not they opened your website and signed up for your services, and how they got there (e.g. email from Woodpecker, web ad, another website).

You can use custom tracking links (including UTMs) in your campaigns in Woodpecker. You need two ingredients for that: a prospect database containing the custom links, and a correctly edited email copy that uses them.


TL;DR

  1. Update your prospect database in Woodpecker to include the custom links (e.g. in the Snippet 4 field). This can be done quickly with an upload of your spreadsheet in a CSV, XLS, or XLSX format.
  2. Edit your email copy in the campaign, and add any link to the text fragment that you want to contain the custom link.
  3. Switch to HTML view, find your “any” link, and replace the URL with your selected snippet.

Here is how to accomplish this task in three steps:

Step #1

Create a spreadsheet with your prospect base, including your custom links, and save it to a CSV, XLS or XLSX file. “Email” and “Custom Link” are the two columns that are required. Optionally, you can add other columns for additional info, such as “First Name”, “Company” and “Website”.

The custom links in your file should be full addresses, i.e. they should start with http:// or https://.

Example list with custom links

Step #2

Upload your CSV, XLS or XLSX file to Woodpecker. (Click here to view a short guide to importing spreadsheets.)

  1. Select Update the existing contact with changed or new fields to allow updating the prospects that are already in your database (if any).
  2. When mapping fields from your file, choose the snippet field that you want to use for the custom links, e.g. Snippet 4.
  3. Finalize your import and view the summary. Check if the prospects were added to your campaign.

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PieSync is your friend

You can automate this process with PieSync, which allows for easy management and synchronization of databases between apps. PieSync will help you to move the custom links from your CRM directly to Woodpecker.

Read more


Step #3

Edit your campaign, and use the selected snippet to create custom links in your emails.

After adding a link to the selected text fragment in your email copy, you will need to replace its address (in HTML view) with your selected snippet.

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  1. Type or paste any address (e.g. https://google.com/) into the dialogue box, and click “Add”.
  2. Click the button </> “Text → HTML” (that’s the last one).
  3. Press Ctrl and F (Cmd and F on Mac) to find your link – just type in the text fragment for which you created it.
  4. Highlight the address in front of your text fragment (between the quotation marks). Click here to find out what you’re looking for
  5. Tap <Backspace> on your keyboard, and select your custom link snippet from the panel on the right.
  6. Click the </> “HTML → Text” button again to go back to normal view.

Remember, that if you don’t tick off the ‘Track clicks’ box in the Woodpecker, your clicks statistics will only be visible in the analytics system which generated UTMs for you.

PREVIEW

You can click “PREVIEW” at the bottom (next to the grey button “Save as Draft”) to check if the links are being created properly.

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If it’s a “check” – congratulations, your emails in this campaign will now include a custom link for every prospect.

Select the text fragment that should contain the custom link, and click the button “Insert/edit link”, in the formatting bar above.

Wondering if you could add some attachments to your cold email? Unfortunately, the answer is no, you cannot. Not directly. Woodpecker does not offer such an option due to the deliverability issues it may cause.

Instead of an attachment, add a link (URL) to your cloud storage where you keep the file. This link will redirect your prospects to the content you want to share with them.


However, before you start with this we highly recommend looking at our article on Attachments in Cold Email: Should We Ever Use Them? »


How to add the link to your copy:

  1. Edit your campaign.
  2. Click on the icon Insert/edit link.
  3. Paste in the URL to your file.
  4. Add your text, for example, Here’s the presentation.
  5. Click ADD.

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Deliverability issues?

The process of sending messages involves 2 parties: your Woodpecker account and your mailbox. Woodpecker is a trigger for sending the message from your Inbox.

Having an attachment in your email may be found suspicious by the anti-spam filters and therefore your message may get bounced and sending (or the whole mailbox) may get blocked. This, in turn, may harm your domain’s reputation. Once you burn this reputation (or in other words, the reputation goes bad) it is very difficult to rebuild and regain it. However, it’s not impossible.

If you think you may be experiencing issues with your domain, move on to our blog article to check & improve the reputation of your domain.

IN THIS ARTICLE

1. How to set up Daily limit for an opening email
2. Set up the Delivery time for all emails and timezone


Set up daily limit for the opening emails

Remember that you’ll be sending these emails from your own mailbox, and there are sending limits of your email provider. Your campaigns must be set up so that these limits are not exceeded. Beware that sending too many emails can harm your domain’s reputation and deliverability of your emails.

Set the maximum of opening emails (Email 1) that you want to be sent daily. The default is 50 opening emails a day, but you may want to send fewer or more than that.

Enroll 50 prospects a day in Step 1 – means that you will send 50 opening emails to 50 people, one Email #1 to one person from this campaign.

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How many emails can I send a day?

Check your Sending limits to measure if you can send all your scheduled emails in one day.

  1. Go to Settings.
  2. Email Accounts.
  3. Sending.
  4. SENDING LIMITS

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Set up the delivery time for all emails and timezone for your campaign

For each of your emails, both the opening email and the follow-ups:


Learn more: how Woodpecker sends emails and settings for boosting sending in Woodpecker.


IN THIS ARTICLE

How it works
Sending follow-ups in the same thread
Sending follow-ups as a separate message

How it works

Sending follow-ups is the key to a cold email strategy. That’s why by default, we include the content of previous messages that were sent to prospects in the content of follow-ups. To make it easier, we added a blue quotation mark icon next to your subject line, like on the image below:

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That means that your emails will be sent in the same thread, with other messages attached to the previous one. So usually follow-ups sent with Woodpecker look like this:

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On top, you see the newest message that was sent – the follow-up. Your previous message is attached below, as a citation.

This is intended to show that we have been trying to reach the recipient for some time. However, some of our users would prefer the follow-ups to not include previous messages from the sequence.


Sending follow-ups in the same thread

When you send your message in the same thread the previous message is always attached. This is marked by the blue quotation mark icon next to your subject line, like on the image below:

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Sending follow-ups as a separate message

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By default, when sending follow-ups as a separate message, the content of the previous message isn’t attached. That’s why you can see the quotation mark icon turned off.

Now, however, you have also the option to include the content of your previous message and send it with your follow-up email.


Don’t attach the previous message.

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Attach the previous message.

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Get to know best practices for sending effective sales follow-ups – read our guide.


Let’s say you tried to insert an image to an email in your campaign, or to a signature. You clicked the Insert/edit image icon and then Woodpecker asked you to enter IMAGE URL of the image.

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Now you wonder: Where do I get the URL from? Where do I upload the image to generate a URL?

Generating URL

To generate the URL (a static link to your image) you need to upload it to a hosting service. You can add the image to the same service which hosts your website or use a free hosting website, for example, imgbox.

Remember, that you will not be able to add a photo that is uploaded to Google Drive or Dropbox due to privacy settings.

When you upload the image that you want to use in Woodpecker, the hosting service generates the URL. Copy that link and then insert it in Woodpecker as the IMAGE URL and click ADD. Check how to upload your image to the hosting service »

Troubleshooting

For troubleshooting, in case you tried adding your image and it didn’t work – check the FAQ section »

Woodpecker email editor

1. Aligning text
2. Inserting/editing links
3. HTML view
4. Snippets
5. Open tracking

 

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1. Align your text to the left, center or right.

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Please note: numbered lists won’t get aligned.


2. Insert and edit links right in the editor.

Click on the ‘Insert/edit link’ icon.

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Add a URL and text. To edit your link, click on the icon again, make changes and click ‘Save’.

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3. Switch from the Text view to HTML view.

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4. Insert custom fields – our snippets.

You can access the snippets by clicking on the blue curly brackets {{}}. Learn more about snippets »

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5. Turn on/off open tracking

To enable open tracking click on the eye icon in the right-hand corner. Have a look at our guide to tracking open rates in Woodpecker »

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Remember, that the final look of the email will depend on your prospects’ settings in their mailboxes.


IN THIS ARTICLE

Link tracking – what’s the trouble?
How it works
How to check if a link is tracked?
Is there some better practice for link tracking?
Troubleshooting

Link tracking – what’s the trouble?

Think about the link such as woodpecker.co that takes you to amazon.com when you open it – not very cool, is it? There can be literally any website in the place of amazon.com, including a plethora of harmful ones. The problem is, link tracking needs this same redirect mechanism to work properly.


How it works

A user who opens the tracked link is taken through a kind of web gateway. The user cannot see that gateway (only the web address changes in the process) and is taken to the actual website right away, but this is enough for the system to record a “click” from a user for you.

Redirects can be used to track link clicks this way, but they are also used by spammers and scammers to take advantage of unaware users, redirecting them to dangerous web content. For that reason, companies like Google protect their users by monitoring and filtering out messages that contain redirect links. (You can read more about Google’s “Spam and suspicious emails” policy here.)

With a little bit of know-how, you can easily distinguish between “clean” and tracked links. (Remember, so can your prospects.)


How to check if a link is tracked (contains a redirect)?

  1. Move your cursor over the link in the message.
  2. At the bottom of the screen, you will see the full address of that link, whereas:
    • if the link is going to redirect you to another page (for the purpose of tracking or otherwise), it will be different than what it appears in the message itself.
    • if the link is “clean”, with no redirects, and goes straight to the specified page, it will be about the same as the one displayed in the message.

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Is there some better practice for link tracking?

Yes: a link might be added to a text fragment, just like this one.

While the one here simply takes you to a related article, you can also use this to your advantage with link tracking – text fragments containing tracking links do not pass through strict filtering, and they won’t impact your deliverability as much.

You can read more about link tracking in Woodpecker in the following blog post: How to Safely Track Links in Cold Emails


Troubleshooting

Statistics
If you noticed a sudden drop in the click and open rates, we suggest checking the reputation of your domain and email. Here is our step-by-step guide on how to check if your emails don’t land in spam.

Not Displaying Clicks
When you see a dash “-” in the open or click stats it means that the tracking is disabled. To track link clicks, make sure the “Track clicks” is check-marked.


IN THIS ARTICLE

How to add a file to a campaign?
Why don’t we allow to add attachments directly to a campaign?


How to add a file to a campaign?

  1. Edit your campaign.
  2. Click Insert/edit link.
  3. Enter URL – the link to your file.
  4. Type in the link text, for example. Here’s the presentation.
  5. Click ADD.

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Why don’t we allow to add attachments directly to a campaign?

Sending attachments can negatively affect your deliverability, that is how many of your emails land in your prospects’ inboxes. What does it mean for you?

Having an attachment in your email copy may be found suspicious by the anti-spam filters. Therefore, your message may get bounced and sending (or the whole mailbox) may get blocked. This, in turn, may harm your domain’s reputation. If you burn your domain’s reputation (or in other words, the reputation goes bad) it is very difficult to rebuild and regain it. However, it’s not impossible.


Spam issues?

If you notice that your emails are rejected due to spam issues, you should visit our blog to check & improve the reputation of your domain.


How to take care of your sending

For good deliverability practices, check our blog post Cold Email Deliverability: There Is Still A Lot to Learn.

In this article

1. How to set it up

2. How it works

3. Mobile slots


In order to use our Woodpecker mobile app you need to have a smartphone with Android system version 7.0 or higher.


How to set it up

1.1 Download the app

To start off with using our Woodpecker mobile app, you need to go to Google Play store and download the app.

After that, it will be automatically installed on your mobile device. Once that process is finished, you’ll see the Woodpecker app icon on your app screen.

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1.2 Give permissions

As you click on its icon, you’ll be asked to give permission to track incoming phone calls, which is necessary for our app to work properly.

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1.3 Login to Woodpecker mobile app

Next, you’ll see the login screen. Enter your Woodpecker credentials (the same you use to log in to the web application) and click Log in.

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In order to connect your device with the Woodpecker web application, you’ll need to have at least one free mobile slot. What are mobile slots? »


In case there are no mobile slots available, you’ll see pop-up information about that. Go to your Woodpecker web account and add (or empty) a mobile slot in order to connect a new mobile device to it.

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2. How it works

2.1 Overview of the homepage

After login, you’ll see either a list of prospects for which a task call was created among your campaigns

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or, if you are an Agency user, you’ll see a list of companies to which you can log in and check tasks created under them.

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You can log in to companies under your agency by clicking on the icon on the right of their name. After that, you’ll see the list of tasks created under this company.

2.2 Call task details

On the view with the call-tasks which you have to-do you’ll see information about your prospects such as their (1) first and last name (if you’ll provide us with such data) and (2) the campaign name to which they are added.

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From here you can make a phone call to the selected person – just click on the (3) phone icon next to their name.

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By clicking on the (4) arrow next to the phone icon you’ll be redirected to a page with your task details, which you’ve provided while creating it in the Woodpecker web app, such as: phone number, due date and task description.

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From here you’ll be able to change both your prospects and your task status.

The first one can be done using the drop-down menu with statuses – click on it and simply choose the one that fits your prospects best.

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If you want to mark your task as done or ignore it, click on the (5) three dots in the right upper corner.

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2.3 Making a call

You can make a call by clicking on the phone icon next to the prospect name in the task list, or by clicking on the same icon on the prospect’s details page.

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While making a phone call, you’ll only see a number of your prospects on the screen, not their name (unless you’ll add them to your contact list).

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If your prospects will answer and the conversation will continue for at least 20 seconds, Woodpecker mobile app will detect that and automatically change their status to RESPONDED.

Prospect’s status will also be changed from ACTIVE to RESPONDED in case they will be the ones to call us, our app will be able to detect that.


If your mobile device is connected to more than one company in Woodpecker, keep in mind that our mobile app will only detect incoming calls for the company to which you are currently logged in.

You can check to which company you are logged in by taking a look at the bar at the top of the task list. If you want to switch companies, log out of the current one by clicking on the icon to the right and logging in to another one.

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It allows you to evaluate the influence of your subject line and the first sentences of an email on your recipient. Tracking email open rate is one of the basic functions of Woodpecker.

IN THIS ARTICLE

1. How does it work?
2. Why do we put an option to disable it?
3. How to use “Open tracking” option?
4. Open tracking in If-conditions
5. How can I know if the tracking is on or off?


How does it work?

By default, we put an invisible pixel image in every email that Woodpecker sends from your mailbox. If the recipient opens an email, the image will load, and you will see it in Woodpecker’s statistics. That’s the only way to track email open rates in emails, and it is used by every email tracking tool on the market.

SSL in email tracking

For all cautious fellows there: our tracking pixel is now based on HTTPS. It means your messages will get delivered even to the most protected inboxes.


Why do we put an option to disable it?

Some email clients like Google, block images from unknown senders by default. You as a recipient, are notified that the image inside of the message is blocked, and you may consider it suspicious.

Emails written by hand do not have tracking pixels in them, so your recipient may know that machine sent the email. We have put this option to ensure that our emails look like a person is a sender, not a machine.


How to use “Open tracking” option?

On default, open tracking is switched on. You can turn it off in the Campaign editor.

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Click the eye icon, you’ll find it on the right side of the editor, right next to the curly brackets {{}} icon representing our snippets.

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Open tracking in If-conditions

Open tracking has to be turned on in case you decide to add a condition to your email sequence. If you wish to disable it, first remove the condition.

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In case the open tracking is turned off when adding the condition, Woodpecker will notify you about it saying ” Turn on open tracking in the previous email.”

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How can I know if the tracking is on or off?

If the email open rate tracking is turned on for at least one email in the sequence, you will see a % value.

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If the email open rate tracking is turned off for all emails in the sequence, you will see a dash ( – ) instead of a % value.

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If you want to increase your campaign efficiency head over to our blog post The Better You Know How Email Works, the Higher Your Open Rate »

function.


For example, you run a campaign for 307 prospects which includes Email #1 and two follow-ups. Your sending limit is set at 200 emails a day and you’ve noticed that the numbers in the stats haven’t been updated for a while – you suspect that Woodpecker has stopped sending emails.

That’s because, in the main view, Woodpecker displays overall statistics for the whole campaign.

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In the campaign’s stats, the ‘SENT’ field refers to Email #1.

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This number of sent emails is rising when Woodpecker sends Email #1 to your prospects. However, when the follow-ups are going out, they take priority over Email #1. Although the campaign is running, Email #1 won’t go out until all the scheduled follow-ups will be sent. That’s why this number in the stats hasn’t been updated for a while. But there’s a way to check the stats for all three emails.

To see stats for Email #1 and the two follow-ups, you need to scroll down the page:

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Moreover, if you click on ‘SENT’ in the main stats view, you will be redirected to the list of the emails that Woodpecker has sent recently within this campaign:

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This tab informs you when (the exact date and time) and how many emails were sent to each of your prospects.

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If you see recent dates and hours in this tab, it means that your campaign hasn’t stopped.