*Make sure to check the 'Create User Accounts' box.* When sending a kickoff email! This generates the temporary password. You will not need to check that box for reminder emails.
REMINDER
*PRIOR TO IMPORTING EMPLOYEES, CREATE 3(or 4) SEGMENTS FOR EACH CAMPAIGN*
Segment 1 will be company name employees year I.e. Cleveland Clinic Employees 2018
Segment 2 will be company name year pledgers I.e. Cleveland Clinic 2018 Pledgers
Segment 3 will be company name year Opt-Outs I.e. Cleveland Clinic 2018 Opt-Outs
Segment 4 will ONLY BE USED IF AW EMPS. I.e. Cleveland Clinic 2018 Areawide
FROM THE EMAIL TAB (CAN BE SCHEDULED)
Click on emails on the left navigation pane
Click "New Email Distribution"
Name the email for what it's purpose is I.e. Company 2018 Kickoff email. Update the Company to the correct company. Add description of what the email is.
After clicking "Create" button, you are taken to the Basics tab. From the "Tasks" menu, select schedule email to select the date and time you would like to send the email. The date selected will populate the grayed out Date Started/Scheduled field.
FROM THE COMMUNITY -> CAMPAIGN -> OVERVIEW
Click on the Community tab and then click on Edit for the campaign you want to send an email to.
Navigate to the "Email Templates" section, select "Organizational Communications. Here you will find the templates for the Kickoff email(Invite Employees), Reminder email(Remind Employees). Update these templates to replace the placeholders I.e. (name of company).
Make sure to update the Username and Temporary Password with the correct merge fields
Navigate to the Overview tab where you will see options to Invite or Remind Employees.
Start by selecting who the email will come from. The drop down will default to the default settings for the Company.
You can use one the these settings, or select one and then change the From name. Any changes will only be applied to the current email.
Next select whether you want to send a kickoff (invite) email or a reminder email. Choose how you would like select email recipients: Manually Enter Contacts, Import Contacts From File, or Use Contacts In A Group
For Contacts In A Group – You can filter by segments. You can send an email to Cohen Employees 2018 to send to all. Since Cohen is an AW campaign, you can send to Cohen Employees 2018 and exclude the Cohen 2018 Area wide to send to just the Cleveland employees. OR Include Cohen 2018 Area wide to send to just the area wide employees.
When you click "Next: Edit Message" you will see the content from the email template that you updated earlier.
You can select a different message, for example an Area-Wide message if you are sending to a segment outside of the region. You can also make changes to the email, and any changes will only be applied to the current batch.
Always click the "Create User Accounts" button before sending the kickoff email. You will not need to click that button for a reminder email.
Next you specify when to send the emails, now or at a specific time. Also note the confirmation info at the top of the sending screen, for you to verify you've got it right.
