Reach More. Engage Better. Convert Faster.

Email remains one of the most effective channels for reaching and converting prospective students. With Ynot CRM, you have the tools to craft campaigns that are not only professional but also personalized and performance-driven.

This guide outlines best practices to help your admissions team, marketing staff, and administrators optimize email communication using Ynot. It’s the clients responsibility to follow all

Goal: Send the right message to the right person.

- Use Ynot's tagging and filtering tools to segment contacts by:

- Program of interest

- Inquiry or application status

- Campus location

- Last engagement date

- Create dynamic lists for automated drip campaigns and manual follow-ups.

Example: Create a segment of “Leads Interested in Medical Assisting” who haven’t responded in the last 7 days.

Goal: Make each recipient feel like the message was written just for them.

- Use merge tags to automatically insert:

- First Name ({{First Name}})

- Program Name ({{Program}})

- Start Dates, Campus Info, and more

- Match tone and message with the recipient’s position in the funnel.

Example: "Hi {{First Name}}, are you still considering our {{Program}} program? We'd love to help you get started!"

Goal: Increase open and response rates.

- Best times: Weekday mornings (9–11 AM) and early afternoons (1–3 PM)

- Avoid evenings, weekends, and holidays

- Use Ynot’s email scheduler to plan and automate delivery

Goal: Understand what's working and refine what isn’t.

Key metrics to track in Ynot CRM:

- Open Rate (Target: 20–30%)

- Click-Through Rate (Target: 2–5%)

- Response Rate

- Bounce & Unsubscribe Rates

Review performance after each campaign. Test different subject lines, CTAs, or formats to improve results.

Goal: Build trust and stay within legal boundaries.

- Only email contacts who have given consent

- Include a visible unsubscribe link in every message

- Avoid “spammy” language (e.g., “Act Now!!!” or misleading subject lines)

- Don't buy or import unverified email lists

If you're unsure about compliance, Ynot's support team can help review your campaign setup.

Goal: Tell your audience exactly what to do next.

- Use bold, clear CTAs like:

- “Schedule Your Interview”

- “Complete Your Application”

- “Learn More About Our Programs”

- Use buttons or links that are mobile-friendly

Goal: Ensure a smooth experience across all devices.

- Use short paragraphs and bullet points

- Keep subject lines under 50 characters

- Use responsive templates built into Ynot CRM

- Avoid large images or attachments

Goal: Build connection and credibility.

- Use real names in the signature line

- Match your tone to your audience (conversational, not corporate)

- Share stories, testimonials, or next steps in plain language

Whether you’re building your first campaign or want to take things to the next level, our team is here to support you. Reach out to your Account Manager or email support@ynotone.com.

Let’s make every email count. Your future students are just a message away.

Goal: Ensure deliverability and protect Ynot’s sending reputation.

All emails are sent through a shared email account and IP address. This means that one client's poor practices can impact all others. Please follow these critical guidelines:

Do:

- Only send emails to contacts who have opted in

- Clean your lists regularly (remove unengaged, bounced, or invalid addresses)

- Use merge tags responsibly and test before sending

- Monitor open and bounce rates, and pause underperforming campaigns

- Authenticate your domain (SPF, DKIM, and DMARC setup is essential)

Don't:

- Enter fake email addresses when entering leads manually

- Send bulk emails to unverified or purchased lists

- Use misleading subject lines or spammy content (e.g., ALL CAPS, “Free!!!”)

- Ignore bounce and unsubscribe data

- Blast large volumes without warming up first

- Send sensitive or inappropriate content that could damage our shared sender reputation

Client Responsibility & Compliance Reminder

It is the responsibility of each Ynot client to ensure full compliance with all applicable email marketing regulations, including the CAN-SPAM Act. Clients should only use Ynot’s email services to contact prospective students who have expressly requested information about the school’s programs and services. Sending unsolicited messages, particularly to purchased or third-party lists, is strictly discouraged. Using Ynot’s email platform in this way could negatively impact deliverability for all users and may violate email compliance standards.

If you’re unsure whether a campaign is compliant, please reach out to the Ynot support team before sending.

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