Use cases by capability
Sending the same thing to many people
Forty amendments or three hundred requests without doing them one by one.
An amendment for the whole workforce, the annual documentation request to two hundred suppliers, renewing an agreement with every client. It is the same problem three times, and it is solved the same way: one list, one document, one send.
How it works
- 1
Prepare the list
With names and a way to reach them. It comes out of your own system as is, without editing.
- 2
Choose the document
One only, with gaps filled from each person's details.
- 3
Send and watch
Tracking shows how many opened, how many signed and who has not.
Watch out
Check the list before sending. Three hundred sends with the name field wrong is three hundred awkward conversations, and they cannot be pulled back out of anyone's inbox.
Worth checking first
- No duplicate addresses: the same person would get two.
- Nobody who has already left.
- Enough balance for the whole batch.
- That the wording makes sense to someone with no context — by testing on one person first.
Worth knowing
Sending to five trusted people first and waiting a day catches nearly every glaring error. It costs a day and saves redoing three hundred.
›Can I stop halfway?
Yes. What has gone continues; the rest does not go out.
›What if someone has no email?
They are sent by SMS or WhatsApp within the same batch.
›Can I repeat with only the ones missing?
Yes, by filtering on those who have not responded.
A real case
The situation
HR sends the collective agreement amendment to 340 employees.
What you do
- Exports the list from their payroll system
- Tests on five people on Monday
- Sends all 340 on Tuesday
What you get
By Friday 310 are signed and there is a concrete list of 30 to phone.
The situation
The same annex must go to two hundred suppliers and it is done in manual batches of twenty.
What you do
- Prepares the list and launches the send at once
- Excludes those who already have it signed
- Checks progress per recipient rather than per inbox
What you get
The campaign is prepared in an afternoon and follow-up is one screen.
The situation
It goes to everyone and a hundred identical questions come back.
What you do
- Includes the context and the date in the notice itself
What you get
Query volume drops from the first send.
The situation
The list holds old addresses and a third bounces.
What you do
- Cleans the contacts before launching
What you get
The campaign does not start on bounces.
The situation
It launches in August and twenty per cent reply.
What you do
- Picks the date against the sector's calendar
What you get
Response rates rise without changing anything else.
The situation
Nobody knows who to chase after a week.
What you do
- Checks who is still outstanding
What you get
Those missing are chased rather than all two hundred.
This article answers
- send a document to many people at once
- bulk contract signing
- send the same amendment to all staff
- batch sending