Online Help

Sending a Coaching Email Message

Sending a Coaching Email message involves selecting the target audience and then optionally defining additional settings before placing the message in the email message delivery queue.

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Selecting the Audience for the Coaching Email Message

You can select to send a Coaching Email message to people who have registered to participate in the TeamRaiser event now or participants registered in the previous event to which this TeamRaiser event is linked (as a configuration option). You can also send a Coaching Email message to donors who have given donations to support the fundraising efforts of the participants and teams (if allowed), or to the event itself.

You can also select special TeamRaiser groups for the target audience from groups created automatically by the system (such as participants registered via upload or previous participants who did not earn the expected minimum fundraising amount in the previous event).

Click one of the following to learn about:

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Selecting Current Participants as the Target Audience of Your Coaching Email

When you select current participants as your target audience, you can select to send the Coaching Email message to all or only certain Participation Types. You can also apply filters to direct this email to participants who:

  • Registered or did not register for the previous event, who registered themselves online or were registered by your staff, or registered during a specific time period
  • Received between a certain number of donations or gave a donation in support of their own fundraising efforts
  • Sent a certain amount of emails from their Participant Center and exclude those who have sent a maximum amount
  • Have a certain number of unconfirmed gifts in their gifts list
  • Participate on their team or if their team is associated with a company

 

To select current participants and apply additional filters:

  1. On the Select Audience page, click Current Event Participants and click Next.
    Note: To display the Select Audience page, click Begin Delivery from the Actions column of the appropriate message in the Message List.
  2. On the Select Participation Types page, click a Participation Type from the All Selections pane and then click the Add button to move it to the Your Selections pane. Tip: Click the Add All button if they are all in the target audience.
  3. Click Next to save your selection.
  4. On the Registration Filters page:
    1. For Previous Event Participation Filter, leave the default option selected or click the appropriate option.
    2. For Online/Offline Registration Filter:
      • Leave the default to email all participants selected.
      • Or, click the online option to email only those participants who registered themselves by completing an online registration form.
      • Or, click the offline option to email only those participants who submitted their registration form to your office offline and their registration was entered by someone from your organization of behalf of the participant.
    3. For Date Range, to send this message to only those participants who registered during a specific range of dates, click the Yes checkbox and then set the start and end dates of the date range using the Month, Day, and Year drop-down lists.
  5. At this point, to:
    • Continue without adding any more filters, click Next. (Skip down to Step 5).
    • Target the audience based on the donations they have received, being a self-donor, the number of emails they have sent, and/or the number of unconfirmed gifts remaining in their gift history: (Note: You can also configure these filters from the Team Filters page.)
      1. Click Configure Additional Filters from Related Actions. displays.
      2. On the The Donations Received Filters page, optionally enter or select the appropriate information and then click Next.
      3. Optionally, enter the appropriate information in the fields and then click Next. The Unconfirmed Gifts filter page displays.
      4. Optionally, enter the appropriate information in the field and then click Finish.
      5. On the Registration Filters page, click Next to save your selections.
  6. On the Team Filters page: (Note: You can also configure the additional donation, email, and unconfirmed gifts filters from the Related Actions on this page.)
    1. For Team Membership filter, click all of the appropriate checkboxes that apply for your target audience.
    2. For Company Affiliation, to send this message to:
      • Every participant, leave Send to all participants whether company affiliated or not selected.
      • Or, only those participants who are affiliated with a company team, click Send to all participants affiliated with any company.
      • Or, only those participants who are affiliated with a specific company, click Send to all participants affiliated with a specific company and enter the name of the company in the field provided.
  7. Click Next to save your selections.
  8. On the Unconfirmed Gifts filter page, to send this email to participants who have outstanding unconfirmed gifts that are more than a certain number of days old, enter the number of days to use as a cut-off number (for example, more than 30 days old).
  9. Click Finish. The Team Filters page displays again.
  10. Click Next to save your selections, and then skip down to Reviewing the Message Details.

Reminder: Anyone who has opted out of future TeamRaiser email from this event or from the entire site will be filtered out automatically.

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Selecting Previous Participants as the Target Audience of Your Coaching Email Message

When you select previous participants as your target audience, you can select to send the Coaching Email message to all or only certain Participation Types from the previous event.

You can also apply the Returning Teams filters to determine if all or only some of the participants will be sent the message.

To select previous participants as the target audience and apply additional filters:

  1. On the Select Audience page, click Previous Event Participants and click Next.
    Note: To display the Select Audience page, click Begin Delivery from the Actions column of the appropriate message in the Message List.
  2. On the Select Participation Types page, to send this email to participants who are not registered yet but who were:
    • Registered in the previous event (including individual participants, members of teams, and Team Captains/Co-Captains), leave the default Participants from previous event filter selected.
    • Members on a team in the previous event, click the Team members filter.
    • Captains of teams (or co-captains), click the Team captains filter.
  3. Click Next to save your selection, and then skip down to Reviewing the Message Details.

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Selecting Previous or Current Donors as the Target Audience of Your Coaching Email Message

When you select previous or current donors as your target audience, there are no filters to select, but you can manage the Do Not Email Groups if you need to restrict delivery from a specific group of donors if you have already created that group.

To select donors as the target audience:

  1. On the Select Audience page, click either Previous Event Donors or Current Event Donors.
    Note: To display the Select Audience page, click Begin Delivery from the Actions column of the appropriate message in the Message List.
  2. Click Next to save your selection, and then skip down to Reviewing the Message Details.

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Selecting Groups to Receive the Coaching Email Message

If TeamRaiser groups have been defined within the Groups application (either automatically or manually) and added to the Audience selection lists, you can select specific groups to include in your target audience.

To select a group or set of groups from the audience selection list:

  1. On the Select Audience page, click the Groups option and click Next.
  2. On the Select Groups page, click a group in the All Selections pane and click the Add button. The group moves into the Your Selections pane.
  3. Repeat Step 2 for each participation type that will be sent this message.
  4. Click Next and continue with Reviewing the Message Details.

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Reviewing the Message Details

Information about the schedule, groups, and filters are displayed on the Message Details page. After carefully reviewing the details, if you need to change anything, click the Previous button until you reach the appropriate page and make your changes.

When you are satisfied:

  • Optionally schedule the date and time to begin delivering the message from the message delivery queue if not immediately.
  • Optionally manage the Do Not Email Groups to exclude a group of recipients from the target audience.
  • Send the message to the message delivery queue immediately.

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Scheduling a Coaching Email Message for Future Delivery

A message must have Approved in its Status column in order to be scheduled for delivery. If the message is a draft, you must approve it first before you can schedule its delivery.

Note: Although you can set the specific time of day, beginning the delivery of the message from the message delivery queue may actually occur later than the time you set if there are other jobs in front of it or your site has an agreement to release large email jobs at certain times of the day to avoid disturbing normal daytime activities or causing system performance issues.

To schedule the future delivery of a Coaching Email message:

  1. From the:
    • Review Message Details page, click Schedule in the Related Actions area.
    • Messages List page, click Begin Delivery from the Actions column of the message. (Note: If the Send action does not display in the Message List, you must approve the message.)
  2. On the Schedule page, click the Month, Day, Year, Hours, Minutes, and AM/PM drop-down lists to set the date and time when the delivery from the message delivery queue should begin.
  3. Click Finish to display the Review Message Details page again.

To continue:

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Managing the Do Not Email Groups

You may need to manage some of the intended target audience to keep from emailing the message to the Do Not Email groups.

To manage the Do Not Email groups:

  1. In the Related Actions area on the Review Message Details page, click Manage Do Not Email Groups.
  2. Make your choice from the options displayed and click Next.
  3. If additional options display, make any choices and click Next.
  4. Click Finish to display the Review Message Details page again.

Continue with sending the message to the message delivery queue.

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Sending the Coaching Email Message to the Delivery Queue

When you are ready, you can send the message to the message delivery queue to be sent immediately or at the scheduled date and time.

Note: The delivery may begin from the message delivery queue may actually occur later than you expect if there are other jobs in front of it or your site has an agreement to release large email jobs at certain times of the day to avoid disturbing normal daytime activities or causing system performance issues.

To send the Coaching Email message to the Delivery Queue if you:

  • Did not schedule a future date and time, click the Send Immediately button to place it in the message delivery queue and begin delivery as soon as possible.
  • Scheduled delivery for a future date or time, click the Send at Scheduled Time button to place it in the message delivery queue and begin delivery at the date and time scheduled.

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