Campaigns let you take the results of a report and immediately act on them — send an SMS, email, form, or create internal staff tasks for every patient in the list. Instead of exporting data and working through it manually, you go straight from report to action.
Before you start: Make sure you've already created the communication templates you want to use. Go to Settings > Patient > Templates > Communication to set up your SMS and email templates. We recommend setting both email and SMS content for every template.
Which Reports Support Campaigns?
The Create Campaign button is available on the following reports:
Appointment Reports | Patient Reports |
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If you don't see the Create Campaign button on a report, it means that report type doesn't support campaigns, or you don't have the required permission.
Step 1: Filter Your Report
Start by navigating to the report you want to use and applying your filters to narrow down the patients you want to target.
For example, if you want to send a birthday message to patients with birthdays this month:
Go to Reports > Birthdays
Set the date range to this month
Apply any additional filters (e.g., specific location, active patients only)
The campaign will include every patient visible in your filtered results. Use the grid's built-in sorting and filtering to refine the list until it shows exactly who you want to target.
[Screenshot: Report view with filters applied and results showing]
Step 2: Create the Campaign
Once your report shows the right group of patients:
Click the blue Create Campaign button in the toolbar above the report
A panel opens showing how many records will be included (e.g., "Creating campaign for 45 records")
Enter a Campaign Name — a default name is suggested based on the report (e.g., "Patient Birthdays campaign"), but you can customise it
Enter a Description — a brief note about the purpose of this campaign
Click Create
The system creates the campaign and automatically loads the configuration screen where you'll set up your actions.
[Screenshot: Campaign creation panel with name and description fields]
Step 3: Configure Actions
The campaign configuration screen opens with four columns. Your patient list is already loaded as a condition on the left — you just need to add the actions you want to perform.
Adding a Communication Action (SMS / Email)
To send a message to the patients in your campaign:
Click Add Action in the Actions column
Select Send Communication to Patient
Choose the Template Type: General or Marketing
Select the Template you want to use from the dropdown
Toggle Send SMS and/or Send Email depending on how you want to reach patients
Tip: You can add multiple communication actions to the same campaign. For example, send an SMS now and a follow-up email using a different template.
Adding a Task Action
To create internal staff tasks for each patient in the campaign:
Click Add Action
Select Create Task for Patient
Fill in:
Title — What the task is about
Due in (days) — How many days until the task is due
Priority — Low, Medium, High, or Urgent
Staff Assignees — Which team members should be assigned
Link to Patient — Toggle on to make the task appear in the patient's record
Description (optional) — Additional details
Adding a Form Action
To send a form to each patient (e.g., medical history update, consent form):
Click Add Action
Select Send Form to Patient
Choose the form template from the dropdown
You can combine multiple action types in a single campaign. For example, send an SMS and create a follow-up task for staff.
[Screenshot: Campaign configuration screen showing conditions, actions, and preview columns]
Step 4: Preview Matched Records
Before running the campaign, use the Preview column on the right to verify your patient list:
Click Check Conditions
The preview shows the total count and lists each matched patient
Scroll through to confirm the right patients are included
If the list doesn't look right, go back to your report and adjust the filters, then create a new campaign.
Step 5: Test with Demo Mode (Optional)
If you want to test the campaign without actually sending messages to patients, enable Demo Mode before running:
Toggle Demo Mode on in the campaign settings
The campaign will process all records and create tasks as normal
No SMS or emails will be sent to patients
A warning badge appears to remind you demo mode is active
This is useful for verifying everything works before sending real communications.
Step 6: Save and Run
Click Save to save your campaign configuration
Navigate to the Automations section to find your campaign
Click Run Now to trigger the campaign
The system confirms how many records will be processed — click to proceed
Note: Campaigns are designed as one-off sends. They don't run on a schedule by default. You manually trigger them when you're ready.
Monitoring Campaign Results
After your campaign runs, you can track exactly what happened:
Go to the Automations section
Find your campaign and click into it
View the Run History to see execution details
Run Statuses
Status | What It Means |
Scheduled | Queued and waiting to start processing |
Processing | Currently working through the patient list |
Completed | All records processed successfully |
Completed with Errors | Finished, but some records had issues (e.g., missing phone number for SMS) |
Cancelled | You cancelled the campaign mid-run |
Failed | Campaign could not start — check your configuration |
Viewing Individual Results
Click into any run to see a breakdown of each patient record:
Total processed — How many patients were included
Successful vs failed — Which records completed and which had issues
Per-patient details — Expand each record to see which actions were taken and any error messages
Triggered by — Who started the campaign and when
[Screenshot: Campaign run details showing per-record breakdown]
Example: Birthday Campaign
Here's a complete example of sending birthday messages to patients:
Go to Reports > Birthdays
Set the date range to this month
Filter for active patients only
Click Create Campaign
Name it "March Birthdays" and add a description
Click Create
In the Actions column, click Add Action > Send Communication to Patient
Select your "Happy Birthday" template
Toggle on both Send SMS and Send Email
Click Check Conditions in the Preview column to verify the patient list
Click Save
Go to Automations, find "March Birthdays", and click Run Now
Tips
Filter carefully — The campaign includes every patient visible in your filtered report. Double-check your filters before creating the campaign
Use Demo Mode first — For your first campaign, run it in demo mode to make sure the right patients are matched before sending real messages
Name campaigns clearly — Use descriptive names like "March Birthdays" or "Overdue Recall - Q1" so your team can easily find them later
Prepare templates in advance — Create and review your SMS and email templates before setting up the campaign
Check results after — Review the run history to catch any delivery issues (e.g., patients with missing contact details)