Staggering email deployment from single list

[Steve_B]

Fairly new to HubSpot here. My company uploads unique email lists for every email deployment. Often I am asked to divvy up the list to stagger the sending of a single email so as not to overwhelm our customer service departments. To date I have been manually dividing up the master list and uploading multiple contact lists into HubSpot and then creating multiple cloned emails each of which is sent on a single day. I am wondering if there is a way to upload one list with drop dates and create one email and have HubSpot stagger the sending of these emails for me. 

[creedtom]

I took a slightly different approach here, creating contact lists that split my contacts into five groups (one for each day of the week) by their last name. Then when I'm ready to send an email I change the email template in the workflow and enrol my main email list into it. This way I can run a weekly campaign and ensure a steady flow of MQLs to the sales team.

[RHorton-Ortho]

Do you do anythign to ensure that batches of emails don't go out in intense bursts, getting you tagged as a spammer?

[JoeDeLoria]

This seems to me to be a must have in HubSpot. The staggered delivery seems to be a very basic task, and not having it is unacceptable. Please make this a priority.

[dwalczak]

This is a really great idea! I've spoken with a number of customers over the past year that are looking for similar functionality. I think the biggest pain point is splitting the master list into smaller sub-lists. As an alternative to staggering an email send, if there was an option to automatically split lists into smaller sub-lists (e.g. split a list with 30k contacts into 30 separate lists, each with 1k contacts), I think this would at least allow customers to split up their list and choose when to send each sub-list. 

[MFrankJohnson]

HubSpot has built-in send time optimization for HubSpot Sales One-to-One email - see image.

HubSpot Built-In Best Times To Send Technology

- see Schedule a one-to-one email from the CRM - How does HubSpot determine the best time...?

We also like Seventh Sense for their advanced Sales One-to-One email AND Marketing One-to-Many email send time optimization. Seventh Sense use AI and machine learning to increase deliverability. The more email we send, the smarter it gets. And their email throttling functionality allows us to pause campaigns, make changes and spread the load on our systems (and salespeople) -- i.e., without the need for send-time A/B testing.

- see [VIDEO (2 mins)] Seventh Sense - Intelligent Email for HubSpot
- see Finding the Best Time to Send Email with Seventh Sense

[ericacowan]

I have a similar use case. The ability to stagger a send would be super beneficial!

[Steve_B]

Since my original post I have begun creating workflows that trigger sends on a specific date. Then I just add a date column to my email list and enroll it into that workflow.  Less complicated than creating separate emails and uploading separate lists.

[NinaH1]

Hi Steve,

Was hoping you could walk me through your process? I'm a new user and instead of sending out 50 emails, I'm looking ot just sent out about 10 and then be able to have them send out the same email just at different times and dates. Thanks so much!

[Syarger]

Hi Steve - very interested in the workaround you used to stagger your emails sends.  I understand adding  a date column to the data file but can you elaborate on the enrollment trigger you used in your workflow?   Thanks in advance!

[MFrankJohnson]

>>"...I just add a date column to my email list ..."

@Steve_B, this sounds interesting, but isn't clear. Would you care to elaborate? or maybe share a screenshot or two? Thanks in advance.

[Nadine_N]

That was going to be my suggestion.

You can automate the send using workflows and even within the workflow you can still divide by timezone.

Just out of curiosity what is the size of the lists we are talking about?

[ericacowan]

Great tip! Thanks for replying so quickly 🙂

[edjusten]

Hi @Steve_B Welcome to the Community. As the email tool is designed to send marketing messages to specific targeted lists, it is not possible to stagger send times. If your lists contains contacts in different time zones you can send using Smart Send.  

Thank you,

Ed