Mass Mail

With our system, you can send great looking, full HTML email anytime in a snap. Whether your list size is 50 or 5,000 our system handles all of the mailing for you (hooray for not clogging up your email program!) and can send it with any email address you specify. You will also be able to set a display name, so that your email shows up in your recipients' in-boxes as "Joe Smith" or "First Organization Monthly Newsletter."

Mailing Lists

To start, you will need to add Lists to your site so that you can begin growing your subscriber base.  Lists are independent of enewsletters (messages), as visitors sign up for a list, and you choose which list(s) to send your created message to.  In other words, visitors sign up for a list rather than an individual publication you may have.  Some clients only have 1 message, so they title their List to be the same thing, and when they design their message, they associate the same List to it.  Other clients, have several messages.  Their lists may be something like Youth, Parents, and Elderly.  Then they may have 2 or 3 messages that go to each of these lists.

To add a list to your site

1. Access the Mass Mail tab.
2. Click on the Mailing Lists tab.
3. Click the Add New button.
4. Give the List a Name.
5. If the list should be private, select the box that says, "Is it Private?" This allows you to create a List that will not be displayed in your membership registration and member profile / settings screens.  So, if you were creating a list that you didn't want just anyone subscribing to, like "Staff", then  you would want to mark the list as private.
6. Next, give the list a brief description.  This description will display with the list name so that visitor's can read what this list is for and decide to subscribe to it or not.
7. Click Save Changes.

Adding recipients to your list manually
After creating your list above, you will see a new section displayed that will allow you to add recipients.

1. Click Add New.
2. You will be given several options to add recipients to your list.  This includes adding single email addresses, uploading a list of email addresses you may have, adding individual members already in your membership database, and or relating member groups that you have created in the Member's tab.
3. When you are done, you can click the "Back to List" link or click on the "New Mail" tab to begin working with your message.

Growing your recipient list online

1. Our design team can enable the membership registration process for your site.  This will display a link in your sub menu allowing website visitors to register and create a profile on your site.  During this registration process, the visitor will be displayed a list of the public 'Lists' you have created. When they choose to be part of a list, they will become a recipient of that list.  When you choose to send to that list, they will be included.
2. Our design team can add a textfield within your site design that will allow someone to enter their email address to receive your mailings.  Once the visitor enters this information, they will be taken to a screen that will display all the public 'Lists' that you have created. When they choose to be part of a list, they will become a recipient of that list.  When you choose to send to that list, they will be included.
3. You can manually link to the List Sign Up page by creating a link within your content that will link to a custom URL where you would enter (yourdomain.com/signup.aspx ). This follows step 2 above once the visitor follows this link by seeing a list of your public 'Lists'.

Messages

This is the process for adding an actual message to the system with content and sending it.

Adding and sending messages

1. Access the Mass Mail tab. You will be in the Messages View.
2. Click the 'New' button to create a new message. This is where you can edit your message and set its options, and schedule the sendout!
3. Set the subject line of your message.
4. Next, edit and design your message.
5. Set the message's options and select the lists that it should be sent to in the right hand column.
   
   1. Template: Choose System Standard unless otherwise directed by your account manager.
   2. 'From Name' is the Name that you would like to appear for the email in recipient's mailboxes.
   3. 'From Email'.  This is the email address that your message will be sent from during the send process.  To change this, simply login the admin area with the email address (user account) that you would like this to come from.  Once you are logged in with that account, you can SCHEDULE your message to send out at a specific time, and it will use the email address of the user that is logged in at that time.
   4. 'Reply Address'. This is the email address that will be marked as the reply to address for your message.
   5. Select the Lists that you would like your message to be sent to.  This area will display the current lists that your account has.  Each list will have a number to the right of it, which represents the current total number of recipients that is contained in that list. As you select one or more lists, you will see the message that states how many recipients your message will be sent to. NOTE: Although you can pick any lists to send to, each message will have an unsubscribe link to honor the recipients unsubscribe preferences, and to follow CAN-SPAMM compliant laws. SO, if a user does unsubscribe, they are not unsubscribing from you or from your message, they are unsubscribing from the List they are a recipient to. Do exercise discretion when you are sending to Lists and make sure to send to Lists appropriately so that you do not lose subscribers due to irrelevant content.
   6. Click Save.
6. Previewing and Sending the message.
   1. You can click the 'View Online Version' button to see what your message will look like via your browser.
   2. You can click the 'Send Test' button to enter email addresses (yours and someone else) to send your message to before blasting it out to your lists.
   3. Finally, you can click the 'Schedule and Send' button to send the message by selecting a date and time in the future.  By default, we will pick the current date and three hours in advance to schedule your message to send.  You can select any date and time in the future that you would like. Need to send it sooner than the defaulted three hours? Simply, select a closer time from the drop down.

Editing messages
You may need to work with the content, settings, or subscriber lists for your message. To do so,

1. Access the Mass Mail tab.
2. IF, the message has NOT been sent, click on the message name to edit it.  If you have not scheduled the message to send, you will be taken to the editing screen.  If you have scheduled the message to send, you will have to cancel the pending scheduled send, and then you will be taken to the edit screen.  You can the edit your message and reschedule the delivery by following the steps above.
3. IF, the message HAS been sent, and you are ready to adjust the content and send out again (ie. a weekly publication and you usually adjust the content and resend), you will need to click the 'Duplicate' button for that particular message.  This will copy the content and settings forward so that you can edit and resend.  This function is in place so that we can track the reporting for each individual message that is sent.

Deleting messages
If you would like to remove a message from your listing of messages:

1. Access the Mass Mail tab.
2. Check the box to the left of the message name and click the 'Archive' button. This will remove the message from your current view and put it 'behind the scenes'.
3. If you ever need this message back, change the view drop down to Archived, and the system will display all of your archived messages.  Select the box to the left of the message name that you would like to become active again, and click the 'Activate' button.  This will only bring the message back to the active view, and does not resend the Mass Mail, unless it has a future scheduled send date and time.

Reporting

Need to see how many recipients opened your message or how many unique views you had?  No Problem. If your message has been sent, you can retrieve instant up to the minute reporting for that message's send. 

1. Access the Mass Mail tab.
2. Locate the Sent Message that you would like to view the reporting on and under the 'Status' Column, click on the 'View Report' link.
3. This will display the current reporting data for your message which includes: total # of recipients, # of unique views, total # of opens, successful open rate, and a listing of the recipients that opened the message and which list they are a recipient of.
4. The listing of recipients can be sorted by clicking on any of the columns headers. You can also change the page size by choosing a number within the drop down in the lower right of the list.

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