Getting Started — New User Guide

Ready to be a WordFly Pro? This guide will help you get there with short explanations that link off to step-by-step tutorials. Use this as your training guide, and let us know if you have questions.

In this article

Introduction to WordFly

Key terms to know

Setting up your account

Email campaigns

SMS campaigns

Pages: RSVPs, surveys, and landing pages


Design library


Tessitura® integration

Centaman integration

Additional services



Introduction to WordFly

WordFly is a web-based application. When you create an account with us, you agree to WordFly’s Acceptable Use Policy. All of our users must comply with anti-spam regulations both in the US and any countries where your subscribers reside. To meet compliance regulations, review these email marketing best practices and rules.


For the best experience, we recommend removing plug-ins that may inject extraneous code into your email and page designs. We also recommend working in a single browser tab while in WordFly.


Our full feature list can be found here: WordFly Features. Visit our knowledge base section to find helpful articles about everything WordFly has to offer.



Key terms to know

Here’s a quick reference to some terms you’ll see throughout WordFly.


Email Campaign: When you send/deploy an email with WordFly, we call it a campaign. A campaign is made up of your email, a subscriber list, and settings. Learn more in the email campaign section of this guide.

  • Settings: From Name, From Address, Subject line, A/B testing options
  • Email: What are you sending? HTML/Text email
  • Subscriber list: Who are you sending to?


Email: The email is the designed and personalized email that gets sent to a subscriber in your email campaign. They can be managed in the Emails section. Use WordFly’s email builder—Modern Editor—to create beautiful emails for every screen.


Starter Emails: You can make any Modern Editor design into a starter email that can be selected when you build a new email for your campaign. This is a great way to set up reusable design templates for your users.


SMS: When you send to a group of mobile subscribers you are sending an SMS message. SMS is available to some countries and additional setup is required. Learn more below


Pages: You are able to create different types of Pages within WordFly for various purposes. These include RSVPs, Surveys, and Landing pages. Learn more below


Media: Host any images or downloadable files you use in your emails in the Design Library. In the Design Library section, and also from WordFly Editors, you can edit images using Image Editor.


Blocks: Create your own custom blocks to use in email and page designs built in Modern Editor.


Labels: Create and apply labels to your Campaigns, Emails and Subscriber lists for easy filtering and organization.


Data Fields: Data fields in WordFly allow you to add First Name, Last Name and other personalization inside your email. A data field is essentially the field column header in your spreadsheet. Data fields tell WordFly which data you’re importing with your subscriber list.


Conditions: Use Conditions to dynamically show content to various subscriber segments. Conditions are if/then statements which are similar to dynamic tags. You can use both conditional content options in your email to send the right message to the right subscribers.




Setting up your account



In the Account section you can...


Update your Organization Info. Tell us about your organization.


Create New Users. Set up unlimited user accounts and give your colleagues customized access.

  • Add a new user and select which WordFly sections they can access
  • Tell us who your main Account, Billing, and Technical contacts are


Create Labels. Use labels to help filter your campaigns, emails, blocks, pages, and subscriber lists.


Select your Pricing Plans for services.


Set up your Account Options.

  • Enable Google Analytics for your emails. When enabled, WordFly add GA tags to your links that will send email analytics data back to your website’s GA account.
  • Opt in to benchmark reporting to compare how your campaigns are doing against other organizations in your industry.


Set up your Editor Settings. The Editor Settings help you add global brand and font styles for use in all WordFly editors.


Set up your Email Settings. Add reusable content for your campaigns.

  • Add the From names and From/Reply-To addresses for your campaigns
  • Enter your organization postal address for CAN-SPAM compliance
  • Enter a footer paragraph with additional info you want to include on all emails, e.g., info about how subscribers were added to your list


Set up your Custom Pages.




Email campaigns



Go to Emails > Create a campaign and WordFly will walk you through the steps of sending a standard email on screen. Features available in email campaigns:




SMS campaigns

Connect with your subscribers through SMS campaigns by importing mobile numbers. Learn how to send an SMS campaign. Additional configurations and fees apply.


Contact us if you want to start using SMS. This feature is currently not available to US customers but it is on the roadmap. WordFly currently supports sending SMS to mobile carriers in the following countries: Australia, Denmark, Ireland, New Zealand, Norway, Sweden, and United Kingdom.




Pages: RSVPs, Surveys, and Landing Pages

You can interact with your audience through RSVP, Surveys, and Landing Pages. Each one of these options serves a different purpose and can widely increase your insights about your audience, engagement, and improve your subscriber’s experience.




Your subscribers exist in WordFly when you import addresses into lists. A Subscriber profile is created for each address that is imported.


Use Subscriber Insights to view and export data around subscriber list growth, email clients, and subscriber engagement.


Subscribers can be imported under Subscribers > Lists or when you are working in an email campaign under the Subscribers tab. A subscriber list is the list of people you are sending your email campaign to. There are three options for importing:


After your list is imported, the List Summary shows the current state of your list, subscriber issues, and the number of people who will receive your campaign.



Using personalization for subscribers and list mapping

Include personalization in your email campaigns, such as First Name, Member Level, or other unique data provided using data fields. Data fields are essentially the field column headers in your spreadsheet, and tell WordFly which data you’re importing with your subscriber list.


Use dynamic content to conditionally display text, images, or other elements based on your customer’s interests, actions, or location. Create if/then conditional statements using Conditions or Dynamic Tags. Use basic or advanced conditions to personalize your email content, subject lines, and links.


In order to get the data from your list into WordFly data fields, you need to map your list fields to WordFly data fields during the import process. It is critical to map your fields during the import process if you are using personalization in your campaigns.



Managing unsubscribes and hard bounces

Unsubscribe and hard bounce filtering is constantly working in WordFly to ensure subscribers with opt-outs or bad addresses are not emailed again.


WordFly will automatically suppress unsubscribes and other issues when you import lists into WordFly. New list imports are the easiest way to ensure you are filtering out subscribers who should not be emailed again.


WordFly will also filter out unsubscribes and other issues on existing lists if those lists are reused in new email campaigns. Note: Only lists the subscriber unsubscribed from will reflect the unsubscribe until that subscriber is imported into a new list.



Using subscriber preferences

Subscribers can tell you their communication preferences when they subscribe or unsubscribe. Preference data fields are added to your subscribe and unsubscribe pages. Here’s how to set them up.


Each preference you set up in WordFly is a data field. When a subscriber opts-in or opts-out of a preference that data is stored on their subscriber record as a data field update. An opt-in is logged as a 1 and an opt-out is logged as a 0. Use subscriber preferences to segment your lists so the subscriber receives more targeted content.



Segmentation and Suppression lists

WordFly Segmentation allows you to segment your list to include specific subscribers. Use data fields and/or events to segment your list. The segment is always inclusive but you can use the operator values to exclude subscribers as well.


You can also add a suppression list to your campaign to exclude an entire list.



Seed lists

WordFly offers configuration of up to two seed lists which allow you to receive any standard or automated email sent. Assign one seed list for standard campaigns and one for automated triggered campaigns.



Are you using one of WordFly’s CRM Integrations?

If you are using one of WordFly's CRM Integrations, it is important to think of your CRM as the main subscriber management system, rather than WordFly primarily.


Read up on our CRM integrations:

WordFly-Tessitura integration

WordFly-Centaman integration




Design Library

WordFly's Design Library gives your team the ability to organize media, editing images, and building custom blocks to speed up building email and page designs. We even have a gallery dedicated to the best designs created in WordFly.



Upload your images and pdfs into the Design Library > Media. Organize media into folders, rename and browse through your media.


Image Editor

The WordFly Image Editor is tailored for people who build emails and page designs. Easily crop and resize images, combine multiple images in one file, easily add a play button or a logo to an image, add shapes on an image, add text on an image, and much more, all within WordFly. Access Image Editor the Media section, and from any email or page design.


Custom Reusable Blocks

Build your own grouped blocks for adding re-usable content in your email designs using the Design Library > Blocks. Save time when creating headers, footers, or other content blocks you use in every email. With custom blocks you can create a group of custom content, save it in Blocks Editor and drop it into any email, RSVP, survey, or landing page. You can also easily save a custom block from Modern Editor for any email or page design.


Email Gallery

Get inspired at the Museum of Modern Email! Look for the link in the Design Library dropdown. MoME is dedicated to email marketing for arts and culture. See beautiful automations, newsletters, and more — all built with WordFly.  View and download designs from the leading brands in ar from the MoME site. Visit the MoME






WordFly makes your campaign data visual with onscreen results, data exports, reports, and interactive charts and graphs.


Go to Reporting > Sent Email Campaigns to view your campaign results.

  • View an Overview tab of campaign activity summary, plus delivery percentages.
  • Click Details to view a summary of the campaign.
  • Click Preview to view the email itself.
  • Select Heat Maps to review and export click results.
  • Click the tabs to see Opens, Clicks, Unsubscribes, Bounces, and your top Email Clients.
  • Narrow down your results by date range, domain, or A/B version.
  • Click icons to show results by hour, day of week, or campaign date range


Go to Reporting > Run Reports to create a PDF report.

  • Run a Campaign Report to receive a complete download of all results for a campaign in PDF format. After you run the report, you’ll be redirected to Reports + Data Manager to pick up your report.


Go to Reporting > Export Data to export the data as a spreadsheet. 


Go to Reporting > Compare Campaigns to view all of your campaign metrics and benchmark reporting.


Go to Reporting > Reports + Data Manager to download your exports and reports.


Go to your website’s Google Analytics account to view your website traffic generated from WordFly emails.




Tessitura Integration

We recommend reviewing these articles and following this workflow for importing your Tessitura lists into WordFly, sending email campaigns, and reviewing your email response data in Tessitura.




Centaman Integration

We recommend reviewing these articles and following this workflow for importing your Centaman lists into WordFly, sending email campaigns, and reviewing your email response data in Centaman.




Additional Services

Dedicated IP Plan

Protect your email marketing reputation by upgrading to our Paid IP Plan. If your list size is over 50,000 subscribers and you send more than once a week, a dedicated IP address is highly recommended. Learn more about a Dedicated IP.