Bulk Emails

Created by Alex Griffiths, Modified on Thu, 25 Jul at 10:28 AM by Alex Griffiths

This section allows you to send an email to a specified group (a segment) within your organisation. You might want to email all volunteers, all attendees or a smaller group e.g. a specific group of volunteers or users. Before you can send your email you need to create the segment you would like to email (see below).

Buttons

Button	Description
	Creates an excel document listing all the bulk emails or segments you have created
	If you have applied certain filters, or selected certain columns to show, a view saves these options so that you can reapply them with one click. You can have more than one view so can switch between different filters and columns easily.
	This allows you to filter your bulk emails or segments based on certain conditions.
	This button changes the columns that are shown in the table. The columns that are ticked here will be the ones that are exported in the report
	Allows you to create a new bulk email or segment
	Edit email or segment
	Delete email or segment
	Send bulk email
	See a report on the bulk email
	See a preview of the bulk email. Note that email tokens (explained below) will show as a token and not the specific data
	Send a test email. Note that email tokens (explained below) will show as a token and not the specific data
	(This button is within the create email section). Add ‘email token’ to text. Allows you to personalise the email template to include details such as the event name, organisation name, user name. In the previews they will appear in square brackets, e.g [EVENT_NAME], but will be replaced with event/user specific information when the email is sent

Emails

To write a new bulk email click on the +Create button. You will first need to give it a name. This is the name which will display in your list of bulk email templates rather than the email subject.

Then choose which segments you want the email to be sent to and what image you would like to display at the top of the email. This image needs to be in .png or .jpg format and must be a maximum of 2MB file size.

You then need to write the subject and main body of the email. If you want to make your email more personalised you can add email tokens within the text. These show as a generic term in the set up and previews but will add event/user specific information when the email is sent. For example, if you would like the email to state each volunteer's name at the beginning you can use the ‘user first name’ and ‘user last name’ email tokens. Your email would look like this;

Dear [USER_FIRST_NAME][USER_LAST_NAME]

Using email tokens such as ‘event name’ allows you to set up a bulk email template to be used for multiple events.

You can add links and files to your emails as well. Type your email and then highlight the text you want to be a weblink, or file link, and then use the buttons at the top of the email text box. The link will appear underlined in blue and when a user clicks on it it will either take them to the web page or open the file. Any file that you want to provide a link to will need to have been saved in the media area.

Bulk Email Reports

Once you have sent your bulk email you can see a post email report. It will show you for following statistics:

Number sent
Number and percentage delivered
Number and percentage opened
Number and percentage clicked
Number and percentage complaints
Number and percentage bounced

Segments

In order to send bulk emails you need to set up segments. These are the specific groups of users you want to email. It might be that you would like to email all of the people who have said they have a medical condition to give them details of where to bring any medication when they first arrive at your event.

To do this you need to click on +Create. You will need to give the segment a name and choose which application type your email should go to; event specific attendees/volunteers or all attendees/volunteers who have registered for one of your events. Once you have created the basic template you will then need to specify the criteria these applicants need to fulfil in order to receive the email. You will need to complete a ‘when’ filter. If you apply more than one filter, the email will only be sent to applicants who fulfil all of the criteria.

In the example above the email segment will be created to email all applicants who have answered ‘yes’ to the question asking them if they will have medication with them at the event.