Manage Your Email List with Podio & GlobiMail

A healthy email list isn’t just “nice to have.” It’s the foundation of good deliverability, accurate campaign reporting, and reliable communication. The reality is that most workspaces accumulate outdated contacts over time, and those old addresses can quietly drag down your sender reputation. The good news is that Podio and GlobiMail make it easy to maintain a clean, structured list that works seamlessly with Campaigns.

This post walks through how to set up your email list in Podio, track subscription status, use it for Campaigns, and keep the data clean with GlobiMail’s reporting.

Create a Central Email List in Podio

The first step is to build (or refresh) your email list directly inside Podio. The structure can be simple:

A text/email field for the email address
A category field for subscription status, such as Subscribed / Unsubscribed
Any relevant details you want to personalize, like name, customer info, etc

Using a category field makes it easy to sort and filter your list later. Since GlobiMail Campaigns rely on Podio Views, this subscription field becomes the backbone of your campaign targeting.

App Template screenshot showing the Name, Email, Category for Subscribed and a Date for validation

Subscription Opt-In Tip
If you want to confirm opt-ins properly, you can send a transactional email to verify someone before adding them to your subscribed list. This keeps your data clean from the start and reduces the chances of sending to invalid or uninterested contacts later.

Using Your View in GlobiMail Campaigns

When you send a campaign, GlobiMail doesn’t guess. It looks at the Podio View you select and then:

Collects every item in that view
Verifies that the item has an email address in the mapped email field
Checks each address against your bounce list, unsubscribed list, and for duplicates within the same campaign

Only valid, allowed emails get sent. This means the cleaner your Podio list is, the more accurate and effective your campaigns become.

Drop Down Selector of the Podio App View when sending from the Campaign Manager.

Understanding the Email Count
The selector shows how many items are in your app or chosen Podio view, and this number must be within your allowed sending limit. When “ALL” is selected, the total reflects how many items currently have email addresses based on our cache, marked with a (~) since it’s only an estimate. When you choose a specific view, the count shows “Unknown Emails” because GlobiMail can’t verify which items contain email addresses until the campaign is actually processed.

Review Campaign Reporting

After sending, GlobiMail provides campaign reporting so you can review:

Sent – number of emails processed in the campaign
Delivered – emails successfully delivered
Opened – emails opened
Clicked – emails that had links clicked
Bounced – emails that had a hard bounce
Unsubscribed – emails that unsubscribed during this campaign
Spam Complaints – addresses that explicitly clicked “Report Spam”
Unsent – items that were collected but unsent due to unsubscribed status, spam reports, or duplicates

These metrics help you understand who actually received your message, who engaged with it, and who needs to be cleaned from your list. You can download each dataset from the Campaign screen to manually update your Email List, or take it a step further by automating the cleanup process.

View of the stat overview from a Campaign Report. Shows how many emails were sent vs unsent, as well as delivered, opened, clicked, bounced, unsubscribed and reported spam.

Reading the Campaign Report
This campaign pulled 66 items from the selected view, sent 64 emails, and flagged 2 as unsent because they were duplicates. All 64 attempted messages were delivered, with 2 returning hard bounces. Every delivered email was opened, 14 generated link clicks, and 3 recipients unsubscribed. These stats give a clear snapshot of list quality and engagement so you know exactly what needs cleanup or follow-up.

A Clean List = Better Deliverability

Consistently emailing invalid addresses leads to repeated hard bounces, which can harm your sender reputation. If you send to a list with 200 bad emails, mailbox providers start throttling your domain, and even your valid contacts may land in spam. Keeping a clean list ensures higher deliverability with fewer suppressed contacts for reliable campaign performance and long-term engagement. And while the GlobiMail Campaign Manager will flag previous hard bounces in the Unsent section automatically, it’s still important to maintain your list, especially if you’re sending mailouts through Podio Workflow Automation, where those extra safeguards aren’t built in. A little steady maintenance goes a long way.

Resources

Automate Cleanup
Learn how to trigger Podio updates when email statuses change, including Bounced and Unsubscribed.
GlobiMail Help Manual
Full documentation covering setup, Campaigns, status tracking, and advanced configuration.

by Andreas Huttenrauch
Owner of Globi Web Solutions, and Podio Fanatic.