Campaign sending rules

Email campaigns run under rules the panel gives you no way around. They are not technical limitations — they protect your studio from having its messages land in spam, and they protect you from mailing people who never asked to hear from you.

A campaign can only reach a customer of your studio who has given marketing consent — when creating their account, in their details in the customer panel, or when signing up at the front desk.

A customer without consent will not get the campaign, even if they carry the tag you chose as the audience. In the Recipients step they land in the Skipped list with the reason without marketing consent.
The condition cannot be switched off — there is no checkbox or setting that lifts it.
A customer who unsubscribes drops out of the audience of every later campaign immediately. See Unsubscribe from marketing messages.

Unsubscribing covers marketing messages only. Booking confirmations, class-cancellation notices, and other messages about the customer’s arrangements with your studio travel a separate path and keep arriving as before.

You cannot type an address by hand

A campaign has no “enter an email address” field and no import from a file. You pick the audience in exactly two ways: all customers with marketing consent, or customers with one tag.

That is deliberate: a campaign always goes to customers of your studio, whose consent you collected yourselves and can document. An address from an external list, a business card, or a spreadsheet has no such consent — and it is exactly that address which produces the bounces and spam complaints that ruin the deliverability of every send you make afterwards.

If you want to write to one particular person who is not a customer yet, use ordinary email. If you want to reach a chosen group of customers — give them a tag. See Manage customer tags and Work with customer tags.

The monthly sending limit

Every studio has a monthly limit of campaign messages — by default 10,000 messages per calendar month, counted in the studio’s local time. The limit covers email campaigns only: booking confirmations, reminders, and other transactional messages do not draw on it, and a test send to your own address consumes nothing.

The month’s usage is made up of the messages already sent and those already committed: Scheduled campaigns waiting to start, and the recipients of a campaign currently sending whose message has not gone out yet. That way two campaigns approved one after the other do not both read the same low usage.

Where you see it: in step 3. Summary and sending, under the Who to section — this month X of Y messages have been used — Z remain. You see it before you approve anything, next to this campaign’s own recipient count. Once the month has used up the whole limit, the panel says nothing is left — never a negative number.

When a campaign does not fit: the Send now / Schedule sending button is disabled, and the message below it gives the numbers — how many messages this campaign comes to and how many are left this month — together with a pointer to platform support. The campaign stays a draft: you can go back to step 2. Recipients, narrow the audience with a tag and approve a smaller send, or wait for the next month.

A large campaign only warns: when the campaign alone comes to more than half the monthly limit, a warning appears below the button saying how much of the month it will consume. It is advice only — approving the send works as usual.

We check the limit at the moment the send is approved. A campaign that fitted then runs to the end even if the month reaches its limit in the meantime — we do not cut a send off halfway.

We set the limit separately for each studio. If 10,000 messages a month is not enough for you, get in touch with platform support — we will raise it.

When Systemate pauses a studio’s sending

Every message sent ends in one of several outcomes. Two of them signal that something is wrong with the recipient list:

a bounce — the recipient’s server permanently rejected the message, because the address does not exist;
a complaint — the recipient marked the message as spam in their mailbox.

Systemate counts both rates separately for your studio, over a rolling window of the last 24 hours, against the number of messages sent in that time.

Rate	Warning	Sending paused
Bounces	from 3%	from 5%
Spam complaints	from 0.05%	from 0.1%

What happens above the warning threshold: nothing you would notice in the panel — the signal goes to the Systemate team, who then keep an eye on your sending.

What happens above the pause threshold:

your studio’s campaign sending stops;
a campaign that was in progress stays in the Sending status and is not marked as failed — its counters stand still, no recipient gets the Failed status, and the send finishes once sending is restored;
a Scheduled campaign whose deadline falls during the pause does not start — it waits and goes out only after the pause is lifted;
a banner appears in the campaign module with the pause and its reason;
approving a new send in the Summary and sending step is blocked.

The banner — an orange warning — is visible on every campaigns screen: in the Email campaigns list, in the campaign creator (on every step), and on the campaign details page. It says three things:

Campaign sending from this studio is paused — the fact that it stopped;
the reason, when it is unambiguous — for bounces, too many messages in recent sends came back from addresses that do not exist or rejected them; for complaints, too many recipients marked recent messages as spam. When the reason fits neither of the two, the banner shows the pause alone;
Get in touch with platform support — what to do next.

The banner gives no thresholds and no rates — those are in the table above. The panel checks the sending state in the background, so the banner appears and disappears by itself, without you reloading the page.

Approving a send is blocked

In step 3. Summary and sending the Send now / Schedule sending button is disabled, with the reason below it: campaign sending is paused — you will be able to approve the send once it resumes. The block behaves like a missing subject or missing recipients: you can open the step and review it, you just cannot approve the send. If you click at the very moment the pause takes effect, you get the same paused message rather than the ordinary scheduling error.

Editing drafts, templates, and reviewing results all keep working throughout.

How to get sending back

Only the Systemate team can lift a pause — there is no “resume” button in the panel. Get in touch with support; lifting it makes sense only once the cause is gone, which usually means the recipient list has been cleaned up.

Once sending is restored the banner disappears by itself, approving sends works again, and a campaign halted halfway reaches the Sent status on its own — you do not have to send it again or click anything. Customers the message reached before the pause will not receive it a second time.