Tour Date Email Targeting User Guide

Use tour date targeting to send an Email Marketing mailing only to contacts who live near a tour date venue, for example “everyone within 100 miles of the Lincoln show”. The distance is measured in a straight line between the ZIP code of the venue and the ZIP code of each contact.

This guide covers tt_tour_mass_mailing (venue ZIP and the Tour Date option of Near). It builds on tt_mass_mailing_geo: the ZIP code dataset, the radius, the company of the mailing, how contacts are matched, and targeting around a ZIP code or a company address are described in the Geographic Email Targeting User Guide.

Before you start

• Your administrator must install tt_tour_mass_mailing. It installs tt_mass_mailing_geo and tt_mass_mailing_company with it and loads the US ZIP code dataset.
• To set venue ZIPs you need Tour Manager access; to create mailings you need Email Marketing access.
• Select the company that owns the tour and the contacts in the company switcher at the top right. New mailings belong to the company that is selected when you create them.
• Contacts are matched by the ZIP field on the contact. Contacts without a ZIP, or with a ZIP that is not in the dataset, are never included in a geographic mailing.

1. Set the venue ZIP on a tour date

1. Open Tours → Tour Dates and open the tour date.
2. Enter the five-digit ZIP of the venue in Venue ZIP, for example 68508.
3. Click the save icon.

The Venue ZIP column in the Tour Dates list shows which dates can already be used for targeting.

To check that a ZIP exists, look it up in Email Marketing → Configuration → ZIP Codes.

Yellow bar: the ZIP is in another state

If the ZIP belongs to a different state than State / Region, a yellow bar appears at the top of the form, for example Venue ZIP 11235 is in NY, but the state is NE. The date can still be saved and used for targeting, but the radius will be measured from the ZIP, not from the city. Correct the ZIP or the state.

Red bar: the ZIP is not in the dataset

If the ZIP is not in the dataset, a red bar appears: Venue ZIP 99999 is not in the US ZIP dataset, so geographic email targeting is not available for this tour date. The date can still be saved, but it is not offered in Near Tour Date until you enter a known ZIP.

2. Create a mailing near a tour date

1. Open Email Marketing → Mailings and click New.

2. Enter the Subject. A new mailing starts with Recipients set to Mailing List: change it to Contact. Geographic targeting is only available for contacts; for mailing lists the option is hidden.

3. Optionally add the usual recipient rules, for example a tag or a country. These rules still apply.

4. In Near, choose Tour Date, then pick the tour date in the field next to it. Only dates with a known venue ZIP are listed, labelled Venue — City, State (date). The venue ZIP is shown in brackets.

   

5. Adjust within … miles if needed. The default is 100 miles; the radius must be a whole number greater than zero.

6. The blue badge shows how many contacts will receive the mailing: the contacts that match your recipient rules and live within the radius.

   

7. Write the email on the Mail Body tab, then click Send or Schedule as usual.

The record count next to the recipient rules (for example 8 record(s)) ignores the location; the blue badge is the number that will actually be sent.

To send to everyone again, clear Near: the tour date, the radius and the badge disappear and the normal recipient rules apply. While Near is Tour Date but no tour date is picked, the mailing has no recipients.

Mailings created before Near existed keep their tour date: they show Near: Tour Date after the update.

Troubleshooting

What you see	Why	What to do
The tour date is not in the list	It has no venue ZIP, or the ZIP is not in the dataset (red bar)	Enter a known venue ZIP on the tour date
Tour Date is not in Near	tt_tour_mass_mailing is not installed	Ask your administrator
The badge shows 0 recipients	No tour date is picked, no contact within the radius has a known ZIP, or the recipient rules exclude them	Pick the tour date, increase the radius, check the recipient rules, fill in contact ZIPs
Fewer recipients than contacts in the area	Contacts without a ZIP or with a PO-box ZIP are skipped	Complete the contact ZIP
Fewer emails sent than the badge showed	Contacts without an email address are counted but cannot be emailed (standard Odoo)	Complete the contact email
Near is not visible	Recipients is not Contact	Set Recipients to Contact