Publicists
Email campaigns for publicists
As a publicist, your reputation depends on getting results for your clients. Email campaigns are the backbone of music PR, and having a system that sends branded promos, tracks who listens, and generates reports saves you hours every week while making you look more professional.
Managing campaigns across multiple clients
Most publicists handle several clients at once, each with different release schedules, target audiences, and brand identities. Running these campaigns from a personal email account gets messy fast. Promoly lets you create separate sender profiles for each client. Their name, their artwork, their brand colours. When a journalist receives the promo, it looks like it came from the artist or label, not from a generic PR inbox. You can switch between client profiles in seconds and keep all campaign data separated. This means no more mixing up contact lists, no more sending a hip-hop promo to your electronic music journalists, and no more digging through your sent folder to find which campaign went out when.
Why tracked sends matter for PR professionals
Your clients want to know what you've done for them. "I sent 200 emails" isn't a compelling report. "45 journalists opened the promo, 28 played the full track, and 12 downloaded it" tells a story. It shows your work has reach and your contacts actually engage. Promoly gives you this data automatically. Every send is tracked: opens, plays, play duration, downloads, and feedback. You can pull these numbers into a client report in minutes. Over time, this data also helps you refine your approach. You'll learn which journalists are most responsive, which send times get the best open rates, and which types of campaigns generate the most coverage.
Building and maintaining your media contacts
Your contact list is your career. Protect it. Import your media contacts into Promoly and organise them by publication, beat, genre preference, and relationship status. A journalist you've worked with for years gets tagged differently than a cold contact. Keep your list current. Journalists move publications, change beats, and go freelance. Update tags and notes after every campaign. If someone hasn't opened your last five sends, they might have changed email addresses or stopped covering music. Clean these contacts out to keep your open rates healthy. Promoly's contact management also prevents you from accidentally sending the same promo twice or emailing someone who's already unsubscribed. These details matter when your professional reputation is on the line.
Reporting results to clients
At the end of every campaign (or monthly, depending on your arrangement), compile your results. Promoly's campaign stats page gives you everything you need: how many people received the promo, how many opened it, who played the tracks, who downloaded, and what feedback was left. Present this alongside any coverage you secured. "We reached 150 journalists. 62 opened the promo, 34 played the full EP, and here are the five features and two premieres that resulted." That's a report that justifies your fee. Clients who see this level of transparency are more likely to continue working with you and refer you to other artists.
Email Campaigns checklist for publicists
Set up client sender profiles
Create a profile for each client with their name, artwork, and brand colours.
Import and tag your media contacts
Organise by publication, genre, beat, and relationship strength.
Upload client releases
Add tracks, artwork, and metadata for each campaign.
Write client-appropriate copy
Each promo email should match the client's voice and brand.
Segment sends by relevance
Only send to journalists who cover the client's genre and style.
Send four to six weeks before release
Press needs lead time. Don't leave this until the last minute.
Track engagement daily
Monitor opens and plays so you can follow up with interested journalists quickly.
Follow up with engaged contacts
If a journalist played the full track, reach out personally within a few days.
Compile campaign reports
Pull stats from Promoly and combine with coverage results for your client report.
Update contact tags after every campaign
Note who engaged, who didn't, and any changes in journalist roles or publications.
Quick tips
Batch your campaign setup
If you have three clients releasing in the same month, set up all three campaigns in one sitting. Upload tracks, write copy, and schedule sends back to back.
Keep a swipe file of effective subject lines
Note which subject lines get the highest open rates across your campaigns. Reuse the patterns that work.
Don't over-send to the same contacts
If a journalist gets four promos from you in one week, they'll start ignoring all of them. Space your sends out.
Offer exclusives strategically
Save premiere offers for your biggest clients and most important releases. Don't dilute the value by offering exclusives on every campaign.
Frequently asked questions
Can I manage multiple clients from one account?
Yes. Create separate sender profiles for each client. Each profile has its own branding, contact segments, and campaign history.
Can clients see their campaign stats?
You can share campaign stats links with your clients or export the data for reports. Clients don't have separate login access.
How do I handle a client who wants to send to my personal contacts?
Your contacts stay under your control. You decide who receives each campaign. Clients benefit from your network without seeing the underlying contact list.
What's the best plan for PR firms?
Most publicists use the Label plan (£39/month) or Pro plan (£79/month), depending on how many clients and campaigns they run monthly. The 7-day free trial lets you test the workflow first.
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