Sending bulk communications using report

To get started, click on the Messages link on the top menu and you’ll be taken to the New Bulk Message page.

create-new-msg

Step 1: The first step is to select your recipients.  There are two ways to do this.  The first is to manually search and select individual recipients. This is fine if you are communicating to a couple of contacts.  However, if you are emailing more than 10 people and it is a regular process we suggest creating a report that captures the recipients. You can search for existing reports and add them to the recipient field on the bulk comms page. This way you can easily repeat the process of sending a bulk message to a specific group whenever you need. In the example below, we typed the phrase ‘Pro’ and the following reports were returned in the search bar below the field.

select-recipient-report-list

When we select the Proactive Retention Report you will now see the number of contacts that meet the criteria of the report (ie, the number of recipients for the message).  NOTE: A little further on in the process, you will see the full list of recipients and will have an opportunity to choose to either include or exclude them before sending the email or SMS.

Step 2: Write or select your email template.  We’ve selected one of our previously developed templates.  The key thing to remember when you are sending our bulk communications is to use the merge tags to personalise the message.  Almost all of your emails should be using the contact-first-name tag. Remember not to put individual names in your message copy.

email-body-for-bulk-communications

Step 3: Confirm Recipients & Send.  Click on the Next button on the bottom right of Clubworx.  You will then be taken to a screen showing your email and the recipients generated by the report.  Simply uncheck anyone on that list you do not want to send the email to prior to clicking the Send Emails button.

confirm-recipients