Poppulo offers two different types of accounts, and when we are allocating a licence we will ask you some questions to help determine which type we will recommend.
If you need access to both types of features, we can set you up with two accounts, one of each type. You will be able to clone emails from one account to the other.
If you’re not sure which type of account you need, please contact the Internal Communications Team.
Enterprise People Management (EPM)
Enterprise People Management or EPM accounts are set up to sync with Imperial’s active directory. This means we can add existing distribution lists (DL) to your account – or you can set up a new one through ICT for us to add. This means your recipient list will stay up to date, as Poppulo syncs with the active directory every 24 hours.
It also means you’ll have access to better data for segmenting sends and for looking at analytics – Poppulo will automatically pull through department, faculty, job family and other key fields for each of your recipients.
Non-Enterprise People Management (Non-EPM)
Non-Enterprise People Management or non-EPM accounts do not sync with the active directory. Instead, you can add recipients to your account by uploading them directly or setting up a sign-up form so people can subscribe themselves.
If you opt for a non-EPM account, please view our additional guidance below.
External email addresses
Poppulo is set up as a platform for internal newsletters and emails only – i.e. newsletters sent to current Imperial staff and students. We can send emails to non-Imperial addresses if they have a formal affiliation with the College – for example, they do some teaching at Imperial, but don’t have or don’t check an Imperial address.
If you have a non-EPM account, it’s your responsibility to check your people list and remove any non-Imperial email addresses if you do not have a clear understanding of their affiliation to Imperial. We recommend you do this at least every three months.
Audiences
If you want recipients to be able to unsubscribe, the Internal Communications Team will set up an audience in your account - think of this as being like a permission. Otherwise, if someone unsubscribes, their email address will be set to inactive and they won’t receive any Poppulo emails. Setting an audience means if someone unsubscribes, they will be removed just from that audience.
Once the audience is set up, you will need to apply it to:
- Folders (under folder settings)
- People - this can be done:
- To an existing tag
- When doing a manual import
- To a sign-up form
The ‘All’ audience must be applied to all people in the sub account. This makes sure people can receive emails from other folders in the same sub account even if they’ve unsubscribed from one audience.
Creating a sign-up form
If you want to create a sign-up form, please follow this guidance from Poppulo:
You should set the form up so that all sign ups get added to a tag automatically. You should apply your audience to the form.
Then contact the Internal Communications Team who will create a link to the form which you’ll be able to add on T4.
If you’re allowing people to subscribe via a sign-up form, you should also ask the Internal Communications Team to add an ‘unsubscribe’ link to your template to enable people to unsubscribe.
Importing recipients
You may want to import an existing list of recipients into your account. Please follow the Poppulo guidance to do this:
Make sure you apply your audience (see above) when you import, if you have an unsubscribe function set up.