Sending marketing emails to internal users (like a CC)

[ABabb2]

We need a feature that allows us to use the frequency cap feature (say, 2 emails/week), but still allows us to include internal/external users on the "send to" list. 

Example: An executive wants to receive every single marketing email our team sends, and is a Contact in HubSpot, but due to the frequency cap only receives 2 out of the 5 emails we send in a given week. 

I realize we can send test emails, but they want to get a "feel" for how & when our customers/prospects are receiving our marketing emails sent through HubSpot. 

Maybe a sort of "CC" feature where you can tag internal users or even individual email addresses — irrespective of optin status or email frequency cap settings? 

[BérangèreL]

Hi @ABabb2, I hope that you are well!

Great question, thank you for asking the Community!

I checked for you and I could see that with the Enterprise subscription, you can access this feature: "Set up an email frequency safeguard".

If you don't have the Enterprise subscription, here is a workaround that @karstenkoehler suggests on this similar post "Customised Email Frequency Caps per user".

I hope this helps!

Have a fantastic day!

Best,
Bérangère

[ABabb2]

Thanks, but that's not quite what I was asking. We already use the frequency cap feature, but we want to ALSO send every marketing email to some internal team members so that they can stay abreast of marketing email activity. 

So it's really more of a "CC" functionality that sits outside of the frequency cap feature. 

[BérangèreL]

Hi @ABabb2,

Thanks for the additional information!

I'd like to invite a couple of subject matter experts to this conversation: Hi @Jnix284, @andrus and @GRajput do you have suggestions to help @ABabb2, please?

Also, if anybody else has anything to add and/or share, please feel free to join in the conversation 🙂

Thanks a lot and have a great day!

Best,
Bérangère

[Jnix284]

@ABabb2 how many internal users are we talking about?

If it's just one, probably not worth the effort. If you have a whole list, you could send the email externally, then choose the "send to more" option:

This will open the sidebar with the same options available on the "send or schedule" tab where you can choose your recipients and disable the frequency cap.

TBH, I don't think it's valuable to have an exectuive receive 5 marketing emails a week just to see what they look like. That would also mean all of your internal team are "marketing contacts" that you're paying for (may not be a huge amount) seems like there's a better way through internal reporting.

[ABabb2]

~30 people 

Unfortunately, the "send to more" feature doesn't work with timezone send emails, which is the majority of our sends. 

The 2 uses cases are 1) so our Sales team sees the emails as the same time as our prospects and 2) the Events team sees the emails as our prospects. I think this was a functionality they got used to in Pardot. 

I'm sure there's some complicated custom coded action that retrieves an email, re-creates it and routes it to an inbox via another inbox. 

My suggestion has always been: look at the marketing calendar, it's all right there. But they want to see it live. 

[Jnix284 · Accepted solution]

Thanks for the additional details @ABabb2 I suggest adding an idea here to request a setting be added to allow for an "exclusion list" for the frequency cap.

If send to more doesn't work because of the time zone, the only other workaround would be scheduling every email twice, one copy for external and the other for interal where you can turn off the cap setting.