Send Your Customers a Newsletter by Email

You write your email on its own page, New email. It goes only to customers who said yes to emails, under your business name, and replies land in your own inbox. To grow that list, see Growing Your Email List.

Where to start

• Customers: select the customers, click Act on these, then Send message, and choose Write an email. The page opens with those customers and your short message as the first text of the email.
• A card: open a card, click Send Message, and choose Write an email. The page opens with everyone who has that card.
• Messages history: click New email at the top. You start from a blank email.

Your work is saved on this device as you type ("Draft saved on this device"). You can leave and come back later. Click Discard draft to start over.

Choose who gets it

At the top, To shows who the email goes to. Open it to pick:

• All customers: every card.
• A card: everyone with that card.
• Saved groups: a group you made on the Customers screen.
• From Customers: the customers you picked there.

Next to it you see "{customers} customers · {number} said yes to emails". Only the customers who said yes get the email. If nobody said yes yet, you see No one has said yes to emails yet with 3 ways customers say yes. You can still write the email and send yourself a test while your list grows.

Also send a push

Switch on Also send a push to send a short push message to the wallet of the same customers. Write it under Push message. You see how many customers have the card in their wallet.

Customers who get both are covered by Customers on both:

• One per person: each customer gets one message, push first.
• Every channel: customers with both get a push and an email.

With the push switch off, only the email is sent.

Who it comes from

The sender block shows:

• From: your business name and the address the email comes from. Click Use your own domain to send from your own address. See Set Up Email Sending and Your Own Domain.
• Replies go to: where your customers' replies land. By default it is your login email. Owners and admins can click Change. This is also the contact address shown in your Customer Portal, so it changes there too.
• Footer address: your business address, shown at the bottom of every email. Owners and admins can click Edit.

Write the email

Fill in:

• Subject: say clearly what the email is about, and the conditions of any offer. Keep it under 150 characters, and don't start with Re: or Fwd:.
• Preview text: the short line many inboxes show next to the subject.

Start from a template

On a new email you see Pick a starting point: Offer, News and Event, in your card's colours. You can change every word. Or choose Or start blank:. You can switch later with Change template. A template replaces the blocks you have written (Passtastic asks first and keeps your subject). The template's sample text (like "describe your offer here") has to be replaced with your own words before you can send.

Blocks

Click Add block and choose one. You can move blocks up and down, and an email can have up to 30 blocks.

• Heading
• Text: use `bold` for bold text and `text` for links. Click + First name to put each customer's own first name in.
• Picture: choose a picture, add the description for people who can't see it, and, if you like, a link when tapped.
• Button: the button text and its link. The link must start with https://.
• Divider
• Your card: each customer sees an Open my card button here. On stamp, point, level and store-credit cards they also see their own balance.

An Event email also has Date, Time and Where.

Pictures

When you choose a picture, you pick from three places:

• Your cards: the pictures and logos of your cards.
• Used before: pictures from your earlier emails.
• Upload: a file from your computer or phone. JPG, PNG, WebP or GIF, up to 5 MB. Wide pictures look best.

Click Use picture to add it. Only owners, admins and editors can upload.

Style

The Style tab sets the look of every email. It starts matched to your card ("Matched to your card"), and Reset to card brings that back.

• Colour: the colour of headings and buttons. The first choice is your card's colour.
• Logo: shown next to your name. Switch it on or off with Show logo.
• Header picture: a picture under your name, at the top of the email. Remove picture takes it away.
• Button, background and font: the button shape (Rounded, Pill or Square), the background (White or Light tint) and the font (Clean or Classic).

Preview and test

The Preview tab shows the email the way customers will see it, with a sample customer, and updates as you type. On a wide screen it sits next to the editor. On a phone, a tablet or a smaller laptop window it is the third tab, next to Edit and Style.

• Phone or Desktop: see it as a phone inbox and email, or as it looks on a computer.
• Light or Dark: dark mode looks different in each email app, so treat it as an approximation.
• Fit or 100%: fit it on the screen, or see it at true size and scroll.

If you also send a push, you see how it looks on a lock screen.

To see the real thing in your inbox, click Send a test to your login email. It is free, up to 5 a day, and goes only to your own login email.

Send now or schedule

At the bottom you see what the send will use, like "Uses 1,200 emails · 800 left this month". Click Send email to the number of customers, or Schedule to pick a day and time (between 5 minutes and 90 days from now). Before anything goes out you see a summary of who gets it, the subject and the sender, and click Send now. A sent email can't be taken back. Customers who unsubscribe before the send time are simply left out.

If you schedule an email and you don't have enough emails when it is due, Passtastic holds it and tells you (see "Held posts" below).

If you schedule an email to All customers, a card or a saved group, who gets it is worked out again when it goes out, so new customers and new yeses are included. Customers you picked yourself stay exactly as picked.

How many emails you can send

Every plan includes emails each month:

• Single Location: 5,000
• Multi-Location: 25,000
• Groups & Brands: 100,000

Your monthly emails reset each month and don't roll over. A post always goes out whole: if it doesn't fit, nothing is sent.

If you need more, click Buy more next to the allowance line (owners and admins). Extra packs never expire and are used after your monthly emails.

During your free trial you can send up to 500 emails, and you can't email imported contacts until your first payment.

Held posts

A scheduled post that doesn't fit when it is due is held, and nothing goes out on any channel. You see a banner: "Your post scheduled for … is waiting". Choose:

• Buy and send: buy more emails and send the post.
• Send without email: send the push now, if there is one.
• Cancel post.

A post is also held if email sending is paused for your business, or if your business address is missing (see Set Up Email Sending and Your Own Domain).

Results

Open Customers → Messages history and click a post. For the email you see Sent, Delivered, Bounced, Marked as spam, Unsubscribed, and Clicks for each link. We don't track who opens or clicks your emails, so you see totals only.

On each customer's page, an email shows as "Sent via email".

Good to know

• Every email carries an unsubscribe link and your business address. Someone who unsubscribes is never emailed again, from any of your cards.
• If your business is in Colombia, emails only go out Monday to Friday 7:00–19:00 and Saturday 8:00–15:00, Bogotá time, never on Sundays or public holidays. Outside those hours Passtastic sends at the next allowed time. Each customer gets at most one email post a day.
• If too many people mark your emails as spam, or too many emails bounce, Passtastic pauses your email sending to protect your delivery. Write to support and we will help.
• Owners, admins and editors can send. Only owners and admins buy extra emails and set up your own domain. Viewers can't send.

Common questions