Lesson 1: Welcome!

Welcome to Your Guide to the New Staffbase Email! This course offers an introduction to the platform to help you get started quickly. When you complete this course, you'll be able to modify your platform with optimal settings, identify ideal user permissions for key platform users, and set up your email teams for success.

Lesson 2: Studio Overview

The Studio is where the magic happens — this is where you create and send emails, add your email contacts, set up the structure of your platform, and analyze your email statistics all in one place. The Overview page is displayed as your home page in the Studio, giving a snapshot of all recent email activities and easy access to all email processes. The Sidebar Navigation lets you see your Overview page, email templates, and folders. Folders allow you to manage communications and communicators, with a Default Folder automatically created for all your emails. Recent Drafts displays your most recently updated drafts, where you can edit, duplicate, send a test email, save as a template, or delete. The Create Email button lets you jump right into creating emails. Recently Sent displays up to 5 most recently sent emails with stats on total audience, open rate, and click rate. Create Folder lets you create a new folder (only certain user roles have access). Scheduled Emails displays up to 5 most recently scheduled emails, where you can edit, reschedule, duplicate, send a test email, or save as a template. The Overview page is your central hub for all email processes — if you ever get lost in the platform, navigate back to the Overview to reorient yourself.

Lesson 3: Settings

To change the look and feel of your emails, access the branding settings via the gear icon next to your profile avatar in the top right corner of the Studio. Step 1 is adding your brand colors — once added, these appear as the first color options available to anyone using the Email Designer, and you'll need a hex or RGB color code from your design team. Step 2 is customizing fonts — select a default font from common universal options, or upload a custom font in .TTF, .OTF, .WOFF, or .WOFF2 format up to 5 MB (custom fonts only display if the reader's device has that font downloaded; otherwise it's substituted). Step 3 is choosing your default link color and style, which can still be manually overwritten while editing. Step 4 is customizing the button style, including fonts, colors, size, padding, and corner radius, which apply whenever a button is generated. Brand presentation plays a huge role in helping employees align internally and support the organization externally — with these settings, you can point editors in the right direction with default colors and fonts, and if needed, restrict accounts to only using these settings.

Lesson 4: Congratulations!

The Studio Overview page is the central hub for managing all email activities, including creating, editing, scheduling, and analyzing emails, with sidebar navigation providing quick access to drafts, templates, and recent email statistics. Email branding settings allow you to configure brand-specific elements like colors, fonts, link styles, and button designs, ensuring a consistent look and feel across all communications. By personalizing branding settings and understanding the Overview page's navigation, users can save time on repetitive tasks and focus on crafting impactful email strategies and content.

Lesson 1: Welcome!

Welcome to Email Creation Made Easy! This course helps familiarize you with how to create emails in the New Staffbase Email tool. When you complete this course, you'll be able to construct responsive and beautiful email designs, employ AI Companion to create engaging subject lines and preview text, and test your email designs before sending them live.

Lesson 2: Email Design

Effective email design plays a crucial role in the success of any business — a well-designed email is not only a way to convey information, but also a key factor in the impression you make. To access the Email Designer: from the Overview page, select "Create Email" (you can also create an email directly from the editorial calendar or campaign overview); name your email draft (you can change this later, and adding a target audience is optional); choose to start from a template or a blank email; and you're in the Email Designer. Responsive design is crucial since each device, email application, and user has different settings — the Email Designer is based on a "drag and drop" block system that ensures emails are responsive and look appealing regardless of where they're received. Design and Preview lets you switch between designing and previewing your communication, including how it looks on mobile. Layouts are pre-formatted column layouts that can be split, moved, and merged, with widths fine-tuned in settings (the right-hand column moves below the left if there isn't enough space). Elements are core content types — text, buttons, surveys, videos, and dynamic news blocks from sources like your Staffbase App or Intranet — that can be dragged and dropped into a block layout. Quick Blocks are pre-arranged sets of block layouts and elements, ready-made and adjustable. You can send a test email to yourself or colleagues at any time, optionally with a note. Save your work often, with an option to save your current draft as a template. Selecting Next starts the sending process. The Settings pane on the right shows relevant editing options for whatever item is currently selected. Blocks are the components that make up different sections of your content: Block Layouts represent arrangements of content in columns, Elements are types of content placed in a layout, and Quick Blocks are prepared layouts with elements already inserted.

Lesson 3: Templates and Drafts

Templates are reusable layouts or foundational building blocks for common communications, perfect for using placeholder images and text to guide future communications and speed up creation of common messages. Drafts are individual communications destined for employees' inboxes, perfect for collaboration on a specific message between teams or contributors, easily shareable and easily deleted. All templates are saved in the Templates tab on the Overview page. You can save a template from the Designer, save an email draft as a template, or save a previously sent email as a template. Duplicating templates takes a single click and saves time if you need a similar layout to an existing template. It takes less time to build an email from a template than from scratch — changing the overall design just takes a few quick edits rather than dragging and dropping multiple blocks again. By creating templates, you can promote internal best practices, leading to an efficient, unified comms approach across your organization.

Lesson 4: Congratulations!

The Email Designer simplifies creating visually appealing, responsive emails with tools like drag-and-drop blocks, pre-formatted layouts, and customizable elements, ensuring professional results on all devices. Templates enable consistency, save time, and promote best practices by providing reusable layouts for common communications, and can be created from drafts, previous designs, or directly within the Email Designer. Features like quick blocks, test emails, and live previews allow for creativity while ensuring your email design meets expectations before sending.

Lesson 1: Welcome!

Welcome to Customizing Your Email Audience! This course helps ensure your email messaging always reaches the right people. When you complete this course, you'll be able to categorize different audience segments in your organization, create new email groups, and modify existing email groups.

Lesson 2: Importing User Data

The best way to create a personalized experience in Staffbase is to import your user data and create different groups, allowing targeted messaging based on departments, locations, or job positions. Only users with extended roles and rights can import user data. User and group data can be synchronized via CSV import, integrations, or added manually. CSV Import lets you upload a file extracted from your systems into the "User Import and Sync" section of User Management in the Studio, where you can also see a summary of uploaded files and their import status. Entra ID Integration connects Staffbase and Entra ID for automatic user data synchronization, set up in the "Integrations" section (may require IT support). Manual User Creation lets you add a user directly in the "Users" section, best used when you need to add someone quickly without a CSV or sync. If you have Staffbase's combined product offering, users added to your app/intranet can also be used as email contacts.

Lesson 3: User Management

User Management is accessed via the people icon in the top right corner of the Studio, where you manage users, groups, integrations, and the importing/exporting of user data. Users shows all previously imported or manually created users, with the option to create more manually. Groups shows all previously created groups and lets you create more. User Import and Sync shows a summary of uploaded CSV files and their import status, and is where you upload new files. User Export lets you export your user data at any time, ideal for reporting and analysis. Integrations is where you set up your Entra ID Integration. Groups ensure each recipient receives exactly the messages relevant to them — specific groups based on department, location, or job position guarantee recipients only receive tailored information. When creating a group: Name is what shows up when searching for groups to send emails to; Short Description is optional and indicates the group's purpose; Add Users lets you add users manually or automatically based on pre-defined conditions; and Conditions let you add users based on available profile fields, combinable with "and" or "or" for maximum flexibility. Attributes used as conditions need to be uploaded and set up as profile fields before they can be selected when creating a group.

Lesson 4: Congratulations!

Importing user data and creating groups allow for precise audience segmentation based on criteria like department, location, or job position. User data can be added to Staffbase via CSV imports, Entra ID integration, or manual methods, making it adaptable to various organizational needs. Groups make it easy to send targeted messages by automatically adding users based on their profile details, helping you share the right information with the right people.

Lesson 1: Welcome!

Welcome to Sending the Right Message! This course helps familiarize you with how to send emails in the New Staffbase Email tool. When you complete this course, you'll be able to understand the different settings available when sending emails, schedule when to send emails, and identify key factors to consider before sending emails.

Lesson 2: Summary Page

The Summary page in New Staffbase Email is your final checklist of things to consider before sending your messages. To access it, open the email designer and select "Next." Checkmarks are grayed out when an option hasn't been selected and turn black once the field is filled out, so you can glance at the page and see what still needs attention. Target Audience lets you select the groups (and individual contacts) you want to send your email to via a drop-down or by typing the group name. Sender Address is static and can only be changed in account settings by contacting Staffbase. Sender Name is the name shown in the "From" field, and only one can be selected at a time. Reply Option is a fixed email address in your organization where responses are delivered. Campaign lets you assign the email to a Campaign for grouping, tracking, and analyzing a set of emails. Subject is the single line of text people see when they receive your email — keep it short (5-7 words), and use the AI Companion to help generate subject lines based on your content. Preview Text appears near the subject line, giving readers a first impression before opening, and can also be AI-generated. Attachments let you include a file, with total size not exceeding 7.5 MB. Sending Options let you choose "Send now" or "Schedule for later" (with a date and time); a scheduled email moves to the "Scheduled" tab and, once sent, to the "Sent emails" tab — you can edit the scheduling while it's still scheduled. Preview is a final check of your design before sending, with a pencil or eye icon to edit if needed.

Lesson 3: Congratulations!

The Summary page provides a clear checklist to confirm all essential details before sending your email. Leverage tools like the AI Companion to refine subject lines and preview text. Choose to send emails immediately or schedule them for later — scheduled emails remain in drafts until sent and are then moved to the "Sent emails" tab for tracking.

Lesson 1: Welcome!

Welcome to Navigating Email Analytics! This course helps familiarize you with analytics and reporting in the New Staffbase Email tool. When you complete this course, you'll be able to identify all available metrics in the Studio, interpret actionable data in the Analytics Dashboard, and generate detailed reports for your stakeholders.

Lesson 2: Understanding Your Metrics

Every email sent and tracked in Staffbase Email gathers and returns actionable metrics, viewable in the Overview Dashboard or Sent Dashboard. The Search Bar lets you find a specific email by title. Filters narrow the current selection by sent date, creator, sender, or target audience. Email Title takes you to the email's statistics page. Audience is the total number of people the email was sent to. Opens is the total number of times the email was opened, with a breakdown of repeat and unique opens on hover. Clicks is the total number of times a link was clicked, with a similar repeat/unique breakdown. Actions let you navigate to the statistics or details page, duplicate the email, or save it as a template. Sorting lets you order emails by most recent or oldest first. Individual Email Statistics include the same metrics plus useful charts: a progression chart of how users interact with the email (opened and clicked rates), a sortable list of links by click rate, a line graph of opens/clicks over a timeframe (24 hours to 3 months, including first-time and repeat), and a cumulative line graph of first-time opens/clicks over the same adjustable timeframe. The Details tab shows when the email was sent and what the design looks like, pulled from the options selected on the Summary page.

Lesson 3: Analytics Dashboard

The Analytics Dashboard, found in the Analytics tab in the Studio, collects all the data from emails sent during a user-defined period and presents it in a straightforward format. Filter narrows the data by time and/or user group. Total Clicks shows the total link clicks in the timeframe, with a stacked bar showing repeat vs. unique clicks. Sent Emails is the number of emails sent in the timeframe. Recipients is the number of unique users sent at least one email. Open Rate is the percentage of sent emails opened. Click Rate is the percentage of opened emails with a clicked link. Total Activity by Email Over Time is a line graph of recipients, opens, and clicks over the timeframe (switchable to a bar graph of activity rates). Total Opens is the total number of email opens in the timeframe, with a repeat/unique breakdown. The Sent Emails list gives an overview of emails sent in the filtered timeframe, sortable by category, with a link out to each email's statistics page. All data in the Analytics Dashboard updates once a day.

Lesson 4: Reporting On Your Successes

Any user with access to Staffbase Email has access to the Analytics Dashboard and their sent email statistics. Sharing these insights with other communicators helps build a culture of transparency and accountability. In the New Staffbase Email, you can use an API to sync with a third-party business intelligence tool to create advanced reports (IT team support recommended). The Email Performance API is documented in the Staffbase Developer Portal and is available to those using the Enterprise version of the New Staffbase Email.

Lesson 5: Congratulations!

The Sent Dashboard and individual email statistics pages provide actionable metrics such as opens, clicks, and audience size, used to assess email performance and make data-driven adjustments. The Analytics Dashboard aggregates data across emails to show patterns over time, including open and click rates, audience engagement, and activity distribution. Use the API to sync with business intelligence tools for advanced reporting.

Lesson 1: Welcome!

Welcome to Supercharging Your Email Processes! This course helps familiarize you with the planning tools available in the New Staffbase Email tool. When you complete this course, you'll be able to identify core features of the Editorial Calendar, support your teammates' work by scheduling blockers and reviewing scheduled emails, and summarize the effectiveness of your email communications using Campaigns.

Lesson 2: Editorial Calendar

The editorial calendar is accessed in the Planning tab in the Studio, showing all sent and scheduled emails for the current week — yours as well as any others you have permission to view — so emails stop competing for your audience's limited attention. You can browse as far back or forward as needed using the arrows at the top, and select "today" to return to the present date. Selecting a sent email shows a popup with the title, date and time sent, creator, and audience, and selecting the title opens the email's statistics page. Selecting a scheduled email shows the same information, but selecting the title opens the Summary page, letting you use the same sending options as if you'd accessed it from the Email Designer, without leaving the calendar. Selecting Create in the top right corner takes you straight to the email designer if inspiration strikes. Creating, scheduling, and analyzing emails are all one to two clicks away in the editorial calendar, streamlining your workflow.

Lesson 3: Campaigns

Campaigns make it easy to see how similar topics across different emails are performing over time, by grouping related emails together so you can measure their impact across different audiences. Campaigns are accessed in the Planning tab in the Studio. Create Campaign lets you set up a new campaign with a title, goal, and start/end date. Campaign Manager permissions determine which users or user groups have access to Campaigns, and only an Administrator can assign one. Campaign Status shows tags of upcoming, active, or completed. Posts shows the number of news posts assigned to a campaign (only visible if your organization has Staffbase's Combined Product Solution). Emails shows the number of emails assigned to a campaign, assignable from the Summary Page. Actions let you edit the campaign, create an email, or delete the campaign. Campaigns can turn your emails into impactful communications rather than just one-off announcements.

Lesson 4: Congratulations!

The Editorial Calendar consolidates all sent and scheduled emails into one convenient location, providing a clear overview of your team's communication schedule and avoiding email overlaps. You can review sent email statistics and adjust scheduled emails directly from the calendar, streamlining workflows without needing to switch between tools. Utilize campaigns to easily measure the effectiveness of related emails.