Managers
Email campaigns for managers
Managing multiple artists means running multiple campaigns, often at the same time. A structured approach to email promos keeps your roster's releases on track, your contacts engaged, and your artists informed about what's happening with their music.
Organising campaigns across your roster
The biggest challenge for managers is keeping campaigns separate and organised when you're handling three or four artists at once. Promoly's sender profiles solve this. Set up a profile for each artist with their name, artwork, and brand identity. When you send a campaign, it goes out under that artist's brand, not your personal email. This separation matters beyond aesthetics. Each profile maintains its own campaign history, so you can review how Artist A's promos performed independently of Artist B's. When an artist asks "how did my last campaign do?", the answer is one click away. Plan your campaigns on a shared calendar. Map out release dates for all your artists at the start of each quarter. Work backwards from each release to schedule promo sends, press outreach, and follow-ups. This prevents the scramble of last-minute campaigns and ensures no artist's release falls through the cracks.
Building and sharing contact lists
As a manager, your contact list includes people relevant to all your artists plus contacts specific to each one. Organise them in layers. Your core list (journalists, curators, and DJs who cover the broad genre your roster spans) can be shared across campaigns. Then each artist has specific contacts: DJs who've played their tracks before, journalists who've covered them, curators who've added their music. Keep these tagged by artist so you can pull the right list for the right campaign. When you sign a new artist, import their existing contacts alongside your own. This combined list is often larger and better-segmented than what either of you had alone. It's one of the tangible things you bring to the table as a manager.
Reporting campaign results to your artists
Your artists want to know what you're doing for them. Campaign data gives you the answer. After every send, pull the stats from Promoly: open rate, play rate, download rate, and any feedback collected. Present this alongside any concrete outcomes (playlist additions, press coverage, DJ support). A monthly report that says "we reached 120 contacts, 55 opened, 30 played the full EP, and we secured two blog features and three playlist adds" tells your artist exactly what happened. Compare these numbers across months to show trends. If engagement is growing, that's proof your strategy is working. If it's flat or declining, it's a signal to adjust your approach, and your artist will appreciate the transparency.
Coordinating with labels and publicists
If your artist is signed to a label or has a publicist, you're not the only one sending promos. Coordinate to avoid overlapping campaigns. The last thing you want is a journalist receiving three separate promos for the same release from the manager, the label, and the publicist in the same week. Share your campaign schedule with the label and publicist. Agree on who's contacting which segments. Maybe the label handles their house list, the publicist targets press, and you handle DJs and playlist curators. Promoly makes this coordination easier because each party can see their own campaign data without accessing each other's accounts.
Email Campaigns checklist for managers
Create sender profiles for each artist
Separate branding, artwork, and contact lists per artist.
Build a quarterly release calendar
Map out all release dates and work backwards to schedule campaigns.
Import and merge contact lists
Combine your contacts with each artist's existing network. Tag by artist relevance.
Segment contacts by role and genre
DJs, press, curators, and bloggers should be in separate segments.
Write campaign copy per artist
Each email should match the artist's voice and brand, not yours.
Schedule sends two to three weeks before release
Give contacts time to listen and act before the release goes live.
Track engagement per campaign
Monitor opens, plays, and downloads. Note which contacts engage most.
Compile monthly reports for each artist
Pull stats and present alongside concrete outcomes.
Coordinate with labels and publicists
Share your schedule to avoid overlapping outreach to the same contacts.
Review and refine after each release cycle
What worked? What didn't? Apply lessons to the next campaign.
Quick tips
Batch your setup work
If two artists are releasing in the same month, set up both campaigns in one sitting. Upload tracks, write copy, and schedule sends back to back.
Keep your artists in the loop
Don't wait for the monthly report. Share a quick update after each send: "Campaign went out to 80 contacts. First stats look strong."
Use engagement data in booking conversations
If you can show a promoter that your artist's promos are getting opened and played by DJs in their scene, it strengthens the booking pitch.
Frequently asked questions
How many artists can I manage from one Promoly account?
There's no limit on sender profiles with the Label or Pro plans. Create as many as you need.
Can my artists send campaigns themselves?
Currently, campaigns are managed through your account. If an artist wants to send their own campaigns, they'd need a separate account.
What plan is best for managers?
The Label plan (£39/month) is ideal for most managers. It includes multiple sender profiles and higher send limits. The Pro plan (£79/month) removes all restrictions.
Can I export campaign data for my artists?
Yes. You can share stats pages directly or export data for inclusion in your reports.
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