Campaigns

Part ofRun a phishing-awareness programme

A campaign sends one simulation email to the groups you choose, spread over a few working days. This page shows you how to prepare a campaign, request approval, approve someone else's campaign, and pause, resume or unschedule a campaign.

Who does what

Role	What they do with campaigns
Admin and User	Prepare campaigns, request approval, approve or send back a colleague's campaign, cancel a scheduled campaign, pause and resume sending.
The approver	The colleague chosen to approve a campaign. They see Approve and schedule and Send back with changes.

Nobody can approve a campaign they created. A campaign always needs two people.

Before you begin

Set up BAIT is complete: at least one receiving domain shows Verified, and your employee groups are listed on People.

A second member of the programme team has opened BAIT at least once, so they can be chosen as your approver.

Your Soveryne contact has set up the mail route for your workspace. Without it, nothing is sent, even after approval.

Campaign stages

Every campaign moves through the same five stages. Nothing is sent without a second approver.

Stage	What it means	What you can do
Draft	Being prepared. Nothing is sent.	Continue setup to finish it.
Awaiting approval	Sent to the approver. Nothing is sent.	The approver approves it or sends it back.
Scheduled	Approved. Sending starts on the start date.	Cancel and return to draft.
Live	Emails are going out. A live campaign can also be Paused.	Pause sending, Resume sending.
Completed	Everything is sent and the tracking period has ended.	See the final results.

A campaign moves from Scheduled to Live by itself when its start time arrives, and from Live to Completed once every email is sent and the tracking period you chose has ended.

Find a campaign

Choose Campaigns.

Use the chips at the top to filter by stage: All, Draft, Awaiting approval, Scheduled, Live or Completed. Each chip shows how many campaigns it holds. Paused campaigns are counted under Live.

The Campaigns page with one draft, one campaign awaiting approval and one scheduled campaign

Each row shows the campaign's name, goal, number of people and date, a hint about the next step, and its stage. Hints include "Continue setup", "Your approval is needed", "Waiting for approver", "Starts date", "Day 2 of 5", "Sending paused" and "Closed".

Choose a row to open the campaign.

If you have no campaigns yet, the page says No campaigns yet and offers Set up baseline campaign. A baseline is one easy email to everyone, so later campaigns have a number to beat. The button opens the wizard with the Baseline measurement goal and all groups already chosen.

Prepare a campaign

WhoAdmins and Users.

The New campaign wizard has five steps: Goal, Audience, Email, Schedule and Review. The steps are listed on the left. A step is ticked once it is complete. You can go back to any step, and forward once every earlier step is complete. Continue stays disabled until the current step is complete.

Watch: preparing a campaign up to the approval request (about 1 min)

Step 1: Goal

Choose Campaigns, then + New campaign.

Under What do you want to test?, choose one goal. The goal decides which emails BAIT suggests and how results are read. | Goal | What it tests | |---|---| | Baseline measurement (Recommended first) | Where you stand. One easy email to everyone. | | Credential harvesting | A fake sign-in page. Whether people enter their password. | | Invoice & payment fraud | Payment requests aimed at finance and management. | | Unexpected attachment | Whether people open documents they did not expect. |

Enter a Campaign name. Only your team sees it; employees never do. When you choose a goal, BAIT suggests a name made of the goal and the month, for example "Invoice & payment fraud — November". Replace it with your own if you like.

Choose Continue.

Step 1 of the New campaign wizard with the four goals and the campaign name

Step 2: Audience

Under Who should receive it?, tick each group that should receive the email, or tick All staff. Each group shows how many people it has. Smaller, targeted groups give clearer results, especially for payment fraud.

Check the Will receive panel on the right. It shows the number of people and groups you chose.

Choose Continue.

If the list is empty, nobody has imported your groups yet. See Import your employee groups.

People who have left your organisation are excluded after the next directory sync, even from a campaign that is already sending.

Step 3: Email

Under Which email will they get?, choose a tab:

Recommended: scenarios that match your goal.

Your library and Marketplace: other scenarios you can use.

Choose a scenario. Each one shows where it comes from, how hard it is to spot (Easy, Medium or Hard) and its language. The preview on the right shows the sender, subject, text and button.

Choose Continue.

Only scenarios that a second person has approved appear here. Pick a scenario written for the goal you chose in step 1; BAIT refuses a scenario for another goal when you request approval.

If no scenario appears for your goal, BAIT says so and suggests another tab, or writing a scenario in the Marketplace. See Scenarios.

Step 3 of the wizard with recommended scenarios and a preview of the chosen email

Step 4: Schedule

Under When should it run?, set the Start date. BAIT suggests a weekday a week from today.

Under Spread sending over, choose 1 day, 3 days, 5 days or 10 days. Staggered sending stops colleagues from warning each other and skewing results.

Under Send during, choose Business hours (09–17), Mornings (08–11) or Any time.

Under Keep tracking results for, choose 7 days, 14 days or 30 days.

Read the summary sentence below the choices. It repeats when emails go out, over how many working days and in which window, and how long results are tracked before the campaign closes automatically.

Choose Continue.

Working days are Monday to Friday. Send windows follow your organisation's Timezone (see Edit your organisation details). Public holidays are not skipped, so choose your dates with them in mind.

Step 5: Review

Under Check and request approval, check the Goal, Audience, Email and Schedule. Choose Edit next to any of them to change it.

Choose the Approver. The list shows your colleagues who can approve. You are never in it.

Optionally, add a Note for the approver, for example why now and anything to watch for.

Choose Request approval.

BAIT says "Sent to approver for approval" and opens the campaign. Its stage is now Awaiting approval.

Note

BAIT does not notify the approver. Tell them yourself. The campaign appears for them on Home under Needs your attention.

If the scenario has an attachment, the review step also says that the campaign includes one personalised attachment. Approving such a campaign needs a mail route that can send attachments; your Soveryne contact sets this up.

Save a draft and come back later

Give the campaign a name in step 1. Without a name, BAIT says "Give the campaign a name before you save a draft." and returns you to step 1.

Choose Save draft and exit at the top right. BAIT says "Draft saved".

To continue, open the campaign from Campaigns and choose Continue setup, or choose Continue next to it on Home under Needs your attention. The wizard opens as Edit campaign with your choices so far.

To leave the wizard without saving, choose Cancel on step 1.

Approve a campaign, or send it back

WhoThe person chosen as approver. They must not be the person who created the campaign.

Approving a campaign schedules it. Nothing is sent before the start date.

Watch: opening a campaign that is waiting for your approval (about 1 min)

On Home, under Needs your attention, find Approve "campaign name" and choose Review. You can also open the campaign from Campaigns, where its hint says "Your approval is needed".

Read the panel: "Author asked you to approve this campaign", and the author's note, if any.

A campaign awaiting approval, seen by its approver, with Approve and schedule and Send back with changes

Check the Configuration panel (goal, audience, schedule) and the Email preview.

Choose one:

Approve and schedule. BAIT says "Approved. "campaign name" starts date." The campaign moves to Scheduled.

Send back with changes. BAIT says "Sent back to author as a draft". The campaign returns to Draft.

When you send a campaign back, tell the author yourself what you want changed.

BAIT refuses to approve when:

Message	What to do
"you cannot approve a campaign you created. Ask the person named as approver to review it."	Ask a colleague to approve it.
"no sending domain is verified, so this campaign could not be delivered"	Verify a receiving domain first. See Verify a receiving domain.
"that scenario has gone back to review since the campaign was submitted. Approve the scenario first, or pick another."	The scenario was edited after the request. An Admin approves the scenario again, or the author picks another.
"Configure an attachment-capable mail connection before approving this campaign"	Ask your Soveryne contact to set up a mail route that can send attachments.

When you approve, BAIT keeps the email's wording as it was at that moment. If someone edits the scenario later, this campaign still sends the approved wording.

While a campaign waits for approval

Anyone other than the approver sees "Waiting for approver" and "You can't approve your own campaign — a second person always signs off."

A campaign awaiting approval, seen by its author, waiting for the approver

Note

Send reminder does not notify the approver yet. Contact the approver yourself.

To change a campaign that is waiting for approval, open it in the wizard and save it. It returns to Draft, and you request approval again.

Cancel a scheduled campaign

WhoAdmins and Users.

A scheduled campaign shows "Starts date · time" and "Approved by name. Emails go out gradually over n working days.", where name is the person who approved it. The heading gives the day sending starts; the emails themselves go out during the send window you chose, spread over the working days.

A scheduled campaign with its start date and the Cancel and return to draft button

Open the campaign.

Choose Cancel and return to draft.

BAIT says "Moved back to draft. Approval will be needed again." Nothing is sent. After you change it, request approval again.

Pause and resume sending

WhoAdmins and Users.

Open the live campaign.

Choose Pause sending. BAIT says "Sending paused. Delivered emails stay tracked." No further emails are sent.

To continue, choose Resume sending. BAIT says "Sending resumed."

If BAIT could not pause the campaign, it says so and asks you to try again. Try again straight away.

Read a campaign

Open any campaign from Campaigns. The page shows:

← Campaigns to go back, the goal, the name and the stage;

a tracker of the five stages, with the current one highlighted;

a panel for the current stage (see the sections above);

Configuration: Goal, Audience, Email, Schedule, Created by and Approver. Fields not chosen yet show "Not chosen yet" or "Not set yet";

Email preview: the sender, subject, text and button of the scenario.

A draft campaign with Continue setup, its configuration and an email preview

Before approval, the email preview shows the scenario's current wording. From approval on, it shows the wording that was approved, which is what the campaign sends, even if the scenario has been edited since.

While a campaign is live or completed, the panel shows "Day 2 of 5 · 40% sent" or Final results, and the number of emails Delivered. For a campaign with an attachment, it also shows Likely-human opens observed, Suspected scanner, Uncertain activity and Not observed. "Not observed" means BAIT received no signal it accepts; it does not mean the document was not opened. Readers can block the signal.

Results are always aggregated. Individual identities stay masked unless revealed through an audited request. See Privacy.

Choose See follow-up in reports to go to Reports.

Troubleshooting

Message or symptom	What it means	What to do
"no sending domain is verified yet, so nothing could be delivered. Verify a domain under Settings › Sending domains first."	No receiving domain is verified.	Verify a receiving domain.
"that scenario is still in review and cannot be sent yet"	The scenario has not been approved.	Ask an Admin to approve it, or pick another.
"that scenario does not match the campaign's goal; pick another"	The scenario was written for another goal.	Pick a scenario from the Recommended tab.
"some of those groups are no longer in the directory; re-pick the audience"	A chosen group was removed from your directory.	Go back to Audience and choose again.
"choose someone else as approver — you cannot approve your own campaign"	You chose yourself.	Choose a colleague.
The Approver list is empty and Request approval stays disabled.	Nobody else on the programme team can be chosen yet.	Ask a colleague to sign in and open BAIT once. See Add the second member of your programme team.
A scheduled campaign is back in Draft.	At its start time, its groups had no people in them.	Check the groups on People, re-pick the audience and request approval again.
"This mail connection cannot send attachments. Sending is paused; no link-only replacement was sent."	The mail route cannot send attachments.	Ask your Soveryne contact. Choose Resume sending once it is fixed.
"a scheduled campaign cannot be edited; unschedule it first"	You tried to change a scheduled campaign.	Choose Cancel and return to draft first.