Sending on Behalf of Users
Levitate Admins can Send on Behalf of other users— it allows better organizational flow by allowing campaign creation for all users at once. This way, one person can schedule a holiday email to the account's whole Client tag, but have it send from the contact owner's email address and signature, or just seamlessly send from one user.
When starting your send, click the dropdown beside Send From and you can choose Contact owner of the recipient or Select an employee.
The default signature of each contact owner will appear in each of their emails when the send initiates
From there, you'll schedule out the send as normal! Choose contacts or a tag group to send to.
One limitation with Send on Behalf is a wait time between when the message is scheduled and when it can send. The wait time can be one hour, two hours, or one day. To update which wait time you'd like implemented, let your Success Specialist know your preference.
Send on Behalf from Dashboard Cards
When you send an email directly from a dashboard card, the Send on Behalf sender selector is available on the following card types:
- Policy Renewal
- Birthday
- Financial Review
- House Anniversaries
- Generic Key Dates
- Turning 65, Turning 72, and Turning 73
- Turning XX (all custom-age variants)
- Custom Key Date cards
Note: Send on Behalf is only available on accounts where this feature has been enabled. Contact your Success Manager to enable it.
Checking the Scheduled Email
Once you've schedule out an email on behalf of another Levitate user, you are able to check in on it in Tags & Reports
You're able to click in and check out the content
Follow-Up Campaigns on Behalf of a User
If you have the Send on Behalf permission, you can send follow-up campaigns on behalf of the original campaign creator — directly from any completed email campaign.
On a completed email campaign, a Follow Up button appears in the Quick Actions card alongside the name of the person the follow-up will be sent on behalf of, so you always know whose identity the email will go out from before you send.
When you open the follow-up composer, it is automatically configured to send from the original campaign creator's email address and signature. If you'd like the follow-up to go out from someone else, use the Send from dropdown at the top of the composer to pick another option.
Follow Up on a Whole Send at Once
When a send on behalf went out from several users at once, you can send a single follow-up to the recipients of every user in that send, for example to everyone who did not open the original email. You don't need to follow up user by user.
There are two places to start a group follow-up:
- Reporting > Campaigns: click Send Follow Up Email on the group's row. The button appears only once the group's status is Complete and at least one email has been sent.
- A grouped campaign's report: click the Follow Up With Everyone card in Quick Actions.
Both open the follow-up composer for the whole group. The recipient picker counts recipients across every user in the group, so the numbers you see for each option cover the entire send. The sender is shown as read-only text: Each follow up sends from the user who sent the original.
Send now is not available for a group follow-up, and the scheduling rules for a send on behalf apply. When the follow-up goes out, each user's recipients receive it from that user, and each user receives the "sent on your behalf" notice.
The result is a new group with one follow-up campaign per user.
Note: Group follow-up is available to Admins on accounts with Send on Behalf enabled who have the Send on Behalf permission. If you start from a single user's campaign report instead of the group, Levitate does not check whether the other users' sends have finished, so confirm the whole group is complete before you follow up.
FAQs
Q: Why can't I send a message on behalf of another user?
A: To send emails or messages on behalf of another user in Levitate, the contacts you're reaching out to must be marked as public. If a contact is set as private, only the original owner can communicate with them.
Q: What does "marking a contact as public" mean?
A: Marking a contact as public makes it accessible to other users on your team. This allows teammates to view the contact and send messages to them, including sending on behalf of another user.
Q: How do I mark a contact as public?
A: Below is a step-by-step guide on how to accomplish this:
- Open the contact's profile in Levitate
- Locate the visibility or ownership setting
- Change the contact from private to public
- Save your changes
Q: When should I make a contact public?
A: You should mark a contact as public if:
- Multiple team members need to communicate with them
- You plan to send messages on behalf of another user
- The contact is part of shared relationship management (e.g., clients, partners)
Q: Are there any risks to making contacts public?
A: Making a contact public allows others on your team to view and interact with that contact. Be sure your team follows internal guidelines for contact ownership and communication.
Q: I marked the contact as public, but still can't send on behalf—what should I do?
A: If you're still having trouble:
- Double-check that the contact is saved as public
- Confirm you have the correct permissions to send on behalf of another user
- Reach out to your Levitate admin or Levitate Support for assistance