What is an email campaign and how does one work?
An email campaign (also called a mailing) is one message sent to a list of people. In HawkOpen a campaign sends every person a separate copy from your own mailbox, so what each recipient did is recorded on its own.
How do I create and send an email campaign from Gmail or Outlook?
Connect your Gmail, Outlook or IMAP/SMTP mailbox in HawkOpen, open Campaigns, add recipients (paste them, use a saved list or choose contacts), write the message and start. Campaigns are included in every plan.
How many recipients can a HawkOpen campaign have?
Up to 50 recipients per campaign on Free and 500 on Pro and Business; on Business also up to 60,000 campaign recipients a month. Every plan includes campaigns.
Can I send a mass email or a mail merge from Gmail or Outlook with HawkOpen?
You can send one email to many people as a campaign through your Gmail or Outlook account, each person getting a separate copy. Mail merge is limited: HawkOpen can fill in each recipient’s name and company and your sender name, but no other columns.
Can I import recipients from a spreadsheet for a campaign?
Yes, as a list of addresses: paste email and name lines from a spreadsheet, or import contacts from a CSV file. HawkOpen does not connect to Google Sheets; of the spreadsheet’s columns it keeps only the address and the name.
Can a campaign attach a different file for each recipient?
No. HawkOpen campaigns do not send file attachments at all, neither the same file nor a different one per person. Only the recipient’s name and company can differ between copies.
How do I see which of several recipients opened my email?
Send each person a separate copy, from the HawkOpen dashboard or as a campaign. Each copy can be tracked on its own, so for recipients who consented to tracking you see opens and clicks per person. One email with several addresses in To or CC cannot show who opened it.
How do I send the same email to many people separately instead of using BCC?
Enter the addresses in the HawkOpen dashboard or in a campaign. HawkOpen then sends every person their own copy from your mailbox, so nobody sees the others’ addresses, and each copy is tracked on its own when that recipient consented to tracking.
Can I pause, resume or cancel a campaign?
Yes. While a campaign is running you can pause it, resume it later or cancel it. Copies that have not left yet wait or are dropped; a copy already being handed to your mail provider still goes out.
A campaign starts as soon as you create it, because it has no send time of its own. Pause stops the copies still waiting in the queue; resume puts them back. Cancel removes every copy that has not been sent, and a cancelled campaign cannot be restarted: create a new one if you change your mind.
Every pause, resume and cancel is written to the campaign’s history with the time and the person who did it, so a team can see who stopped a send and how many copies had already gone out.
Related questions: How do I create and send an email campaign from Gmail or Outlook? · Can I schedule a campaign for later or set a sending window?
Does each campaign recipient get their own tracking?
Yes, where tracking applies. A HawkOpen campaign is not one email with many addresses: every recipient gets a separate message with their own “Do not send me messages” link and, if that recipient consented to tracking, their own tracking image and tracked links, so opens and clicks belong to one person. Recipients without a recorded consent get a plain copy.
That is what a recipient-specific campaign means: the same text, but one copy per person with an identifier that only that copy carries. If someone forwards their copy, the colleague’s opens and clicks still count under the address it was sent to, so treat them as signals for that conversation, not as proof of who read it.
Each copy is still only a likely signal: Apple Mail Privacy Protection, mail-provider image proxies and link scanners can produce events without a person, and HawkOpen labels them. Tracking runs only where your company’s owner or an administrator has switched it on; within that, opens and links can be switched off for the whole campaign before you start.
Related questions: How do I see which of several recipients opened my email? · What results does a HawkOpen campaign show?
What results does a HawkOpen campaign show?
The campaign shows how many copies were sent, skipped, failed or cancelled. Each copy is a message of its own, so for every recipient you see replies when HawkOpen can read your mailbox, bounces and unsubscribes, and, for recipients who consented to tracking, opens and clicks with their classification.
Skipped means HawkOpen did not send a copy because the address had opted out of your company’s messages (also in the CRM), bounced hard before, its owner asked HawkOpen to erase their data, the CRM holds the contact without a basis for writing, or a name or company field had neither a value nor a replacement text. Failed means your mail provider refused the copy.
Read the numbers as signals, not proof: an open can come from a privacy proxy, and a click a few seconds after delivery is usually a scanner. HawkOpen shows the label and the rule behind it, and a reply remains the only certain sign that a person read the email.
Related questions: Does each campaign recipient get their own tracking? · Can I send a second email only to people who clicked or did not open?
Can I schedule a campaign for later or set a sending window?
No. A campaign has no send time and no sending window: it starts as soon as you create it. Single emails, on the other hand, can be scheduled on the Pro and Business plans.
If the timing matters, create the campaign at the moment you want it to start, for example in the recipients’ morning. You can pause it and resume it later, which holds back the copies that have not left yet, but there is no setting that sends only between certain hours.
Related questions: Can I pause, resume or cancel a campaign? · How do I create and send an email campaign from Gmail or Outlook?
Can I send a second email only to people who clicked or did not open?
Not automatically. HawkOpen has no segments built from behaviour, but the opens and clicks of tracked recipients are visible, so you can pick those addresses yourself and start a new campaign for them.
Paste the chosen addresses into a new campaign, or put them into a saved list and select that list. Be careful with “did not open”: Apple Mail and many company mail systems hide or fake opens, so some people who read your email will look like non-openers, and a click a few seconds after delivery is usually a scanner, not interest. Recipients without a recorded consent are not tracked at all, so for them “did not open” means nothing.
Addresses that bounced hard, opted out of your company’s messages (also in the CRM) or whose owner asked for erasure are skipped automatically in the new campaign as well.
Related questions: What results does a HawkOpen campaign show? · Does a campaign stop for a recipient who replied?
Does a campaign stop for a recipient who replied?
There is nothing to stop: a HawkOpen campaign is one send, not a sequence of several emails. It has no automatic follow-up steps, so a reply never triggers or cancels a later email.
Replies are recorded per recipient when HawkOpen can read your mailbox, so you see who answered before you write again. On the Business plan, Safe Follow-up prepares a follow-up draft for one email at a time, at least 24 hours after it was sent, and it creates no draft for someone who already replied, unsubscribed or bounced. You read the draft and send it yourself.
Related questions: How do I politely remind someone to reply without sounding rude? · Can I send a second email only to people who clicked or did not open?
Is there a daily sending cap, a sending speed or a warm-up for campaigns?
HawkOpen’s own limits are the recipients per campaign (50 on Free, 500 on Pro and Business), 60,000 a month on Business and the plan’s daily sending limit; copies over today’s limit wait in the queue and go out on the following days. There is no warm-up and no speed setting, and your mail provider’s daily limit applies as well.
Copies go into a queue and are handed in small batches to your own Gmail, Outlook or IMAP/SMTP mailbox. When the provider answers “try again later”, HawkOpen waits and retries with growing pauses, a few times at most. When it refuses a copy for good, the copy is recorded as failed. When it is unclear whether the provider already took a copy, HawkOpen never sends it again, so nobody gets a duplicate. The daily limit counts the UTC day; the monthly limit counts the calendar month in the time zone of your settings (UTC if none is set).
For a new mailbox or domain, start with small campaigns to people who know you and grow slowly over several days; that is what warm-up services automate, and HawkOpen does not offer one.
Related questions: How many emails can I send a day from Gmail or Outlook with HawkOpen? · How many recipients can a HawkOpen campaign have?
Is there an approval step before a campaign is sent?
There is no manager approval step. HawkOpen runs two automatic checks instead: the Deliverability Guardian blocks bulk sending when recent bounces or rejections are too high, and a check for sensitive data can stop the campaign or ask you to confirm with a written reason.
If your team needs a second pair of eyes, send yourself a test email from the dashboard first and agree inside the team who starts campaigns. Every pause, resume and cancel is recorded with the person who did it.
Related questions: Can I pause, resume or cancel a campaign? · How do I create and send an email campaign from Gmail or Outlook?
Is there a visual email editor or templates for campaigns?
There is no drag-and-drop editor, but you can put the campaign into a ready mail layout with your company’s colours, font and footer and change its blocks, such as headings, text, buttons and pictures. You write the message itself as text or HTML, and you can save templates with a name, a subject and the message: 3 on Free, without a limit on Pro and Business.
HawkOpen campaigns are meant to look like a personal email from your own mailbox, so a short message usually works best. The layouts are simple: blocks are moved up or down, not placed freely. If you need freely designed newsletters, a newsletter platform is the better tool.
Related questions: What is an email campaign and how does one work? · Can I send and track a newsletter from my own Gmail or Outlook?
Do campaigns include an unsubscribe link, and what does the recipient see?
Yes, automatically. Every campaign copy ends with the line “Do not want further messages from this company sent through HawkOpen? Do not send me messages”, and it carries a one-click unsubscribe header that Gmail and other mail apps can show as their own button. You cannot remove either.
The line is in the language of the email’s text, one of seven: English, Polish, German, Spanish, French, Italian or Portuguese, and English when the language is unclear. The page behind the link opens in the same language and only shows a button: opening it changes nothing, so a security scanner that only opens links cannot unsubscribe anyone. Links in older emails still open the earlier unsubscribe page, which also asks for confirmation.
After a confirmed unsubscribe, that address no longer gets messages from your company through HawkOpen: later campaigns and single emails skip it automatically, and you see the unsubscribe in the recipient’s history.
Unsubscribing and turning off tracking are two separate decisions of the recipient. Unsubscribing stops your company’s future messages; turning off tracking is done through the “Do not track my activity” link in the tracking notice, which only tracked copies carry, and neither one replaces the other. The unsubscribe header alone does not show that the whole process works, so send a test campaign to your own address and try the link.
Where rules that require consent apply, tracking may start only after that consent has been obtained. The link in the message lets the recipient withdraw consent later.
Related questions: Does HawkOpen meet the Gmail and Yahoo bulk sender requirements? · What is an email campaign and how does one work?
Can I use my own domain for tracked links?
Not today. Your account has no setting for your own tracking domain: tracked links and the tracking image point to HawkOpen’s tracking address. If you prefer links that show only your own domain, switch link tracking off.
In a copy with link tracking, which needs your company’s switch and the recipient’s consent to link tracking, every https link in your email is replaced by a HawkOpen redirect that records the click and then opens the original address, with its parameters kept. Links that are not https stay as you wrote them.
You can switch link tracking off for a whole campaign or a single email and keep open tracking; for the whole account, your company’s owner or an administrator can do it. Some senders do that for cold or very formal emails, because a redirect through another domain is one of the many signals spam filters weigh.
Related questions: Does open tracking hurt deliverability or send emails to spam? · Does each campaign recipient get their own tracking?
Can I track an email sent to a mailing list or group address?
Only if the list address itself has a recorded consent to tracking, and even then the result says little: a list address is one recipient for HawkOpen, while the list server copies the same message to every member. All their opens and clicks land on that single address, so you cannot tell who did what.
Several openers also make the signal look stronger than it is, and one member’s security scanner can click every link for everybody. If you need to know who reacted, send each person their own copy: from the HawkOpen dashboard, which sends separate copies when you enter several addresses, or as a campaign, which every plan has.
Related questions: How do I see which of several recipients opened my email? · How do I send the same email to many people separately instead of using BCC?
Does a bounced CC or BCC address affect the main recipient’s tracking?
No. Tracked emails in HawkOpen go to one recipient per copy, so a bounce message is matched only to the address that failed. The other recipients’ copies, opens and clicks are not affected.
The extension tracks emails with a single recipient, and the dashboard and campaigns send a separate copy to each address, so CC and BCC do not mix into tracking. A hard bounce (a permanent failure) also stops future sends to that one address; a soft bounce (a temporary one) does not on its own.
Related questions: What is an email bounce, and what is the difference between a hard and a soft bounce? · How do I see which of several recipients opened my email?
Can I send and track a newsletter from my own Gmail or Outlook?
For a small list, yes: a campaign sends each person a separate copy through your own Gmail, Outlook or IMAP/SMTP mailbox, up to 50 recipients at a time on Free and 500 on Pro and Business, with a “Do not send me messages” line in every copy. Only readers with a recorded consent are tracked.
HawkOpen is not a newsletter platform: it has no sign-up forms and no subscriber management, its mail layouts are simple, the only fields are the recipient’s name and company, and your mail provider’s daily limits still apply. For a regular newsletter to a large audience, a dedicated newsletter service fits better; HawkOpen does not rank those tools. Opens of newsletters are an especially weak signal, because many readers use Apple Mail, which loads images without a person.
Related questions: What is an email campaign and how does one work? · Is there a visual email editor or templates for campaigns?