Scheduling Automatic Emails
Updated: Feb. 16, 2015 | Categories: StarChapter Admin
Scheduling Automatic Emails
Why should you schedule emails?
Did your time well-spent planning worthwhile meetings that fire up your members leave you with very little time to remind your members to attend? Or are you simply so busy that you forgot that one small but important detail?
Did a bunch of members neglect to renew their dues, but would have if only you’d reminded them in time?
At StarChapter, we know that you wear many hats, between your family and social obligations, your job, and one or more volunteer positions. That’s why it’s our goal to reduce the amount of time you need to spend on administrative tasks. StarChapter can help you complete those repetitive, time-consuming tasks faster.
Set up Automatic Emails now, just once, and you may never need to create and send another renewal or meeting reminder! These emails can go out automatically and on time every 30, 60 or 90 days – it’s up to you!
How do I automate renewal notices and create recurring meeting notices?
Everything you need is in the Communications section of your StarChapter site, in the Email Manager. Use the option to send an email that is a scheduled repeating email. You can create as many of these as you need. For automatic renewal notices, you will pick a Mailing Type of “Expiring Members.” Note that this type links to our built-in dues page. However, if you don’t collect your own dues, your dues page isn't the right place for members to renew. You can go through Communications > Settings > Templates and tweak your renewal template to link to your national organization's membership renewal page. Please contact StarChapter’s support line at 1-866-775-3205 for more information on this.
If you are creating an email that goes out regularly just before your scheduled meetings, you’ll choose a Mailing Type of Meeting Reminder. Of course, you can get creative as well. Perhaps once every three months a group of members gets together to deliver canned goods to a local shelter. It’s not really a scheduled meeting, but you want to remind them. You get the idea.
Now here is the important part, choose your frequency and when you want the emails to stop. “No end date” is an option, so your emails can go out indefinitely! And our software will choose only the correct recipients – so it’s not a mass email that goes to all your members; it goes only to the group you select, such as members who are expiring in 60 days. Your total number of recipients will vary from month to month. You can make the email say whatever you want it to say.
When should your scheduled email be sent?
It all depends on what the message is. If it is a message for members expiring in 30 days, you could send it 30 days prior, or 60 if you want to give them a little more lead time.
Automated emails are a true time saver for you as well as a convenience for your members. Your members will appreciate the reminders of upcoming meetings and membership expiration, so they’ll know when to log in to their accounts and renew for another year.
Resources
StarChapter has created resources to assist you. Please contact us with questions any time.
Automatic Emails video tutorial
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