Campaigns Overview

What Are Campaigns?

Campaigns in Conference Hero let you send multi-step email sequences to targeted groups of leads. Whether you're inviting attendees to a pre-conference webinar, following up after a booth visit, or nurturing post-conference leads, campaigns automate the entire outreach process.

Campaign Types

Conference Hero includes 8 guided campaign templates organized by conference phase:

Pre-Conference

• Webinar Invite — 2-step sequence: invitation + reminder

• Visit Our Booth — 2-step sequence: invite to visit + "see you there" follow-up

• Dinner Invite — 2-step sequence: invitation + RSVP reminder

During Conference

• Session Reminder — Single email reminder about an upcoming session

• Booth Visit CTA — Single email encouraging a booth stop

Post-Conference

• Follow-Up — 3-step sequence: initial follow-up → value-add content → meeting request

• Thank You — Single thank-you email

You can also start with a Custom blank campaign and build your own sequence from scratch.

Creating a Campaign

Navigate to Campaigns in the sidebar and click New Campaign. The campaign builder walks you through five steps:

Step 1: Choose a Template

Select a guided template or start blank. Each template pre-fills the email steps with suggested subject lines, body copy, and timing.

Step 2: Select Conference

Pick the conference this campaign targets, or choose Cross-conference to reach leads across multiple conferences.

Step 3: Define Your Audience

Filter which leads receive the campaign using:

• Temperature — Hot, Warm, Cold (select one or more)

• Score range — Minimum and maximum lead scores

• Category — Lead categories you've defined

A live preview shows up to 25 matching leads with their name, company, and email. Leads without a valid email address appear greyed out with a warning icon — they are automatically excluded from the campaign.

Step 4: Build Your Sequence

Each campaign consists of one or more email steps. For each step you configure:

• Subject line — The email subject

• Body — Rich text email content using the built-in editor

• Timing — When the email sends. Use preset delays (Immediately, 1 hour, 1 day, 2 days, 3 days, 7 days), pick a specific date/time, or enter a custom delay

Click the Insert variable buttons above the editor to add personalization tokens at your cursor position:

• {{firstName}} — Lead's first name

• {{lastName}} — Lead's last name

• {{company}} — Lead's company

• {{conferenceName}} — Conference name

• {{senderName}} — Your name (the sender)

Step 5: Review & Launch

Review the campaign summary including name, conference, audience count, sequence steps and timing, and the sender identity. Choose a sender from your workspace members — emails are sent as "Your Name via Conference Hero" with replies directed to the sender's email address.

You can:

• Save as Draft — Save for later editing

• Activate Now — Start the campaign immediately

• Schedule — Set a future start date/time

Campaign Lifecycle

Campaigns move through these statuses:

• Draft — Being edited, not yet sending

• Scheduled — Will activate at the scheduled date/time

• Active — Currently sending emails on the configured schedule

• Paused — Temporarily stopped; can be resumed

• Completed — All recipients have received all steps

• Cancelled — Permanently stopped

Monitoring Campaigns

Click any campaign to view its detail page, which shows:

• Stats bar — Recipients, Sent, Pending, and Failed counts

• Sequence timeline — Visual step-by-step view with send counts per step

• Recipients table — Each lead's current step, status, last sent timestamp, and next scheduled send

From the detail page you can Pause, Resume, or Cancel active campaigns.

Sending a Quick 1:1 Email

For individual outreach outside of a campaign, open any lead and click Send Email. This opens a compose window where you can write and send a one-off email directly to that lead.

Related: Email Drafts · Auto-Send Rules · Email Templates & Editor