How to Create and Send Email Newsletters in Alosant

Summary

Newsletters allow administrators to send branded email communications to groups of users directly from the Admin portal. Admins can create newsletters using built-in templates or import HTML templates from third-party design tools, then schedule delivery and track engagement metrics such as opens and link clicks.

Who this is for

Community managers and administrators sending email communications
Teams distributing announcements, updates, or promotions to users
Admins tracking email engagement and delivery performance

Prerequisites

You have access to the Alosant Admin portal
You have permission to manage Newsletters
User Groups or audience segments exist to receive the newsletter
Optional: A newsletter template created in a third-party platform (such as Canva, Mailchimp, or Constant Contact)

Steps

Create a newsletter

In the Admin sidebar, select Newsletters.
Click + Create and Schedule.
Enter a Name for internal reference.
Enter an optional Description.
Enter the Email Subject.
Edit the Template Content to build the body of the email.
Set the Deliver At date and time.
Select the User Groups that should receive the message.
Click Save.

Use an external newsletter template (optional)

Design the newsletter using a third-party tool such as Canva or Mailchimp.
Export the template as HTML source code.
Paste the source code into the Template Content editor.
Review the preview and formatting.
Save the newsletter.

Edit a scheduled newsletter

In the Admin sidebar, select Newsletters.
Locate the newsletter in the list.
Click the pencil icon.
Update the subject, content, schedule, or recipients.
Click Save.

Delete a newsletter

In the Admin sidebar, select Newsletters.
Select the checkbox next to the newsletter.
Click the trash icon.
Confirm the deletion.

Review newsletter performance

In the Admin sidebar, select Newsletters.
Locate the newsletter you want to review.
View the Opens percentage.
View the Clicks percentage.
Click the people icon to view recipient delivery statuses.
Click Export to CSV to download analytics data if needed.

Expected result

The newsletter is scheduled and delivered to selected user groups.
Recipients receive the email at the scheduled time.
Admins can review performance metrics including opens and link clicks.
Delivery and engagement data can be exported for reporting.

Troubleshooting

Newsletter not delivered: Verify the scheduled delivery time and selected recipient groups.
Low open rate: Check the subject line and verify recipients are active users.
Email formatting issues: Confirm the HTML template was pasted correctly into the editor.
Recipients missing: Verify the correct User Groups were selected.

FAQ

Can newsletters be scheduled in advance?
Yes. Newsletters can be scheduled for delivery at any date and time.

Can I design newsletters outside the Admin portal?
Yes. Many administrators design templates in tools such as Canva, Mailchimp, or Constant Contact and then import the HTML code.

What metrics are available after sending a newsletter?
Admins can see open rates, click rates, and delivery status information.

Does “Sent” mean the user read the email?
No. “Sent” means the receiving server accepted the email, but it does not guarantee the user opened it.

Notes / Escalation

Important: The first newsletter created in the system loads the default community template; later newsletters use the most recent template as the starting point.
Important: Open tracking may only occur if images are enabled in the recipient’s email client.
Internal-only note: HTML newsletters created in third-party platforms typically produce better visual results than building templates directly in the Admin editor.
Escalate to the Alosant internal teams if newsletters fail to send, analytics data does not appear, or delivery status errors occur.