--- title: "Email Announcements" description: "How Nice HMS announcement emails work — who is on the list, how visitors subscribe and unsubscribe, and how a reseller owner announces a published post in batches." date: 2026-10-29 lastModified: 2026-10-29 category: "reseller" author: "Dr. Umesh Bilagi" beta: true --- ## Overview Announcement emails tell your audience that a new blog post is live: the post's title, summary, key highlights and a link, sent to every active user on the platform plus anyone who signed up for updates. The list is built fresh at send time, so it always reflects the current accounts and the current opt-outs. ## Who receives an announcement The audience is assembled when the campaign is created, from four sources, with duplicates removed and every address lowercased: | Source | Included when | |--------|---------------| | **User accounts** | Always — every person with an active Nice HMS account and an email address on it | | **Organization addresses** | Only if **Include organization emails** is on | | **Reseller addresses** | Only if **Include reseller emails** is on | | **Public signups** | Always — visitors who subscribed from the website | Anyone who has unsubscribed is then removed, whatever source they came from. An unsubscribe wins over a user account, an organization address and a public signup alike. > **The list is a snapshot.** Recipients are fixed when the campaign is created. People who > register afterwards are not added to a campaign already queued, and people who unsubscribe after > that point are skipped when their turn comes. ## Subscribing from the website The subscribe form appears in three places: the site footer on every page, the bottom of the blog index, and the end of each blog post. It asks for an email address only. 1. Enter the email address. 2. Click **Subscribe**. 3. The reply is the same whether the address was already on the list or not, so the form cannot be used to discover who is subscribed. The form is limited to five attempts per visitor per ten minutes; beyond that it answers **Too many attempts. Try again later.** ## Unsubscribing Every announcement carries an unsubscribe link, and mail clients offer it as a one-click unsubscribe button. Clicking it is all that is needed — there is no confirmation step and no login. - The address is excluded from every future campaign. - The link only works for the address it was issued to, so a forwarded email cannot unsubscribe someone else. - Each unsubscribe is reported to the administrator, naming the campaign it came from. Unsubscribing does not deactivate the person's Nice HMS account — it only removes them from announcements. ## Sending an announcement Only the reseller **owner** can announce a post. There is no screen for it yet — a campaign is created through the reseller campaign API and then sent in batches. The steps below describe what that does, in order. ### Before you send - The post must be **approved**. An unpublished post is refused, because the email links to the public page for that post and it would open for no one. - The post must belong to the same reseller that creates the campaign. - The installation must have its unsubscribe signing configured. If it is not, the send stops before the first email rather than shipping a link that cannot be trusted. ### Create the campaign | Field | Notes | |-------|-------| | **Post** | Required — the approved post to announce | | **Subject** | Defaults to the post title; 255 characters | | **Preview text** | Defaults to the post description; 255 characters | | **Audience role** | Optional — restrict user accounts to one role | | **Include organization emails** | Add organization addresses | | **Include reseller emails** | Add reseller addresses | | **Test emails** | Send only to these addresses; the audience is not built at all | The response returns the campaign reference, how many recipients were queued, and the first few addresses as a sample. Creating a campaign with **Test emails** filled in queues only those addresses and reports the campaign as a test — the way to check formatting and links before announcing to everyone. An empty audience is refused: there is nothing to send. ### Send in batches Sending happens in batches of 50, and up to 200 per call: 1. Each send processes the next batch and reports back what it did: sent, failed, skipped as unsubscribed, and how many are still left. 2. Send again while recipients remain. A send that is interrupted simply continues — nobody who has already received the email gets it twice. 3. When nothing remains the campaign is marked **done**. A campaign that is already **done** or **cancelled** accepts no further sends. Between emails each batch pauses briefly, enough to stay inside the mail provider's rate limits. If the post has been unpublished or deleted after the campaign was created, sending stops: emails must never link to a page the public cannot open. ### Check progress The campaign status reports, for a single campaign, how many are still pending, the failed addresses with the reason each one failed, and the addresses skipped as unsubscribed. Asked without a campaign reference, it lists the most recent campaigns, so an interrupted run can be found again. ## Common issues | Symptom | Cause | |---------|-------| | The post is refused as not publishable | It is still a draft — approve it first | | The audience is reported as empty | No active users matched, or every source was excluded | | The first batch fails before sending anything | Unsubscribe signing is not configured on the installation | | Sending refuses because the post can no longer be opened | The post was unapproved after the campaign was created | | Sending reports the campaign as done or cancelled | It already finished or was cancelled | | A recipient never got the email | The campaign's failures list that address and the reason it failed | ## FAQ **Q: Does editing the post change emails that already went out?** A: No. Subject, summary, highlights and links are read when each batch runs, and emails already sent keep what they were sent with. Edit the post before you start sending. **Q: Can I stop a send halfway?** A: Yes — stop sending further batches. The campaign keeps its progress, the remaining recipients stay pending, and sending resumes from there when you start again. **Q: Do people need an account to receive announcements?** A: No. Public signups from the website receive them too, and someone with an active account is included even if they never signed up for updates. **Q: How do I test before announcing to everyone?** A: Create the campaign with **Test emails** set to your own address. Only those addresses are queued and the campaign is reported as a test. **Q: Does unsubscribing delete the account?** A: No. Only the announcement subscription is removed; the Nice HMS account is untouched.