Managing your recipients effectively is crucial for successful communication in Apsis Pro. This guide will walk you through the process of creating and updating your mailing lists, whether you are editing individual subscribers, importing new data, or adjusting your list settings. By following these steps, you can effectively manage and update your mailing lists, ensuring successful and efficient communication with your subscribers.
In this article:
Accessing list details
To begin, navigate to the Recipients section of Apsis Pro. Here, you will see a list of your current recipient lists. In the overview of the Recipients section, you can also:
View Total Subcriber Count: See the complete number of unique subscribers across your entire account. This includes all subscribers who are part of any mailing lists, as well as subscribers who exist in your system without being subscribed to any specific list. Note that subscribers on the opt-out-all list are not included in this total count.
View Subscriber Counts: Instantly see how many subscribers are included in each list, helping you gauge the size and reach of your communications at a glance.
Check Last Updated Dates: For each list, the overview displays the date and time it was last updated. This makes it easy to track recent changes, monitor list activity, and ensure you’re working with the most current data.
This overview provides a quick snapshot of your recipient lists, supporting efficient list management and helping you identify which lists may need attention or updates.
Click on the list that you wish to manage. This will open the detailed view for that specific recipient list, where you can review and edit its settings, manage subscribers, perform imports or exports, and access additional tools for maintaining and optimising your list. From here, you can also view detailed subscriber information and adjust list preferences.
Editing individual Subscribers
Each list features a search function on the left. To edit a single subscriber, click on the recipient to view their data.
On the left column, you will see the subscriber's data and all demographic data fields. You can manually update these fields as needed. The middle column shows which list the subscriber is subscribed on. You can add or remove subscribers from lists by ticking or unticking the boxes. The right column displays the subscriber's history, including bounces and inactivity.
Removing Subscribers from a list
To remove an address from a list, click on the red cross on the right.
Choose whether to 'Delete from Account' or 'Unsubscribe from one or all mailing lists'. It's important to understand the differences between the available removal types for subscribers:
- Delete from Account: Fully deletes the subscriber from your account, including all mailing lists they belong to. This action is permanent and the subscriber will be removed not just from the current mailing list, but from every list within your account.
- Opt-out list: This option unsubscribes the subscriber only from the specific mailing list you are currently modifying. The subscriber will remain on any other lists in your account. Use this if a subscriber wishes to stop receiving messages from a particular list but still wants to be active on others.
- Opt-out all: This adds the subscriber to the global opt-out list for your account. The subscriber will not be able to be added to any mailing list within your account and will not receive any further communications. If you ever need to re-add the subscriber, you must first remove them from the opt-out all list manually.
After choosing the appropriate option, click 'YES' to confirm the removal.
Bulk delete subscribers in the list
On the remove tab you can delete multiple addresses from a list by typing them into the field. When removing a subscribers, you have same three options as when moving individual subscribers from the list 'Delete from Account' or 'Unsubscribe from one or all mailing lists'. After choosing the appropriate option, click 'OK' to confirm the removal.
Adding Subscribers
To add a subscriber, go to the 'Add' tab. Here, you can choose to import a file or add a single subscriber manually.
Create New Mailing List and adjust List Settings
This section covers the settings available for your mailing lists to enhance subscriber experience and automate key communications. When creating a new mailing list in the Recipients section, by clicking New, these are the first settings that need to be added.
You can adjust your list settings under the 'Settings' tab of your mailing list.
List Name
Change the name of your list to something descriptive and meaningful. This helps you and your team easily identify the purpose or audience of the list, especially if you manage multiple lists.
Sender Name
Update the sender name that appears in your recipients’ inboxes. This is the name your subscribers will see as the sender of your emails, so it’s a good idea to use a recognisable brand or team name to build trust and improve open rates.
Sender Email Address
Modify the sender email address associated with your list. Ensure this address aligns with your organisation’s domain and email policies.
Reply-To Email Address
Specify a different reply-to email address if you want replies from your subscribers to be directed to a different inbox than the sender address. This is useful if you want responses to go to a support team, a shared mailbox, or a specific person responsible for handling enquiries.
Description
Add or update an internal description for your list. This field is not visible to subscribers but is useful for your team to document the list’s purpose, usage guidelines, or any other relevant notes. Keeping this information up to date helps with onboarding new team members and maintaining clarity as your lists grow.
Proofreading List
Mark the list as a proofreading list if it’s intended for internal review or testing purposes.
Hidden List
Enable the hidden list option to prevent subscribers from viewing or updating their information in this list via the “Update My Subscription” page.
Advanced List Settings
Auto-send Newsletter to New Subscribers
When enabled, this feature automatically sends your latest newsletter to new subscribers who register through a subscription form. This ensures new subscribers immediately receive your most recent content and helps them understand what to expect from your communications.
Important note: This feature only works when subscribers register through a subscription form. It will not trigger for subscribers added manually or imported via other methods.
How it works: You have two options for what content gets sent to new subscribers:
Latest newsletter: The system automatically sends the most recent newsletter from your mailing list
Fixed email: Choose a specific email that will always be sent to new subscribers, regardless of your latest newsletter
You can preview what new subscribers will receive by checking the latest newsletter link in your settings.