Email Greeting Type Options
The “Email Greeting Type Options” in the “Settings” area of Retention CRM allows Nonprofits, Associations and Chambers of Commerce to define various greeting styles for emails sent through the Retention CRM system. This lets you personalize communication based on recipient type.
Imagine you’re sending out emails to different people, say members and volunteers. You wouldn’t start every email the same way, right? You’d use “Dear Mr. Smith” for a formal email to members, but may be “Hi John,” for a student volunteer.
Retention CRM’s “Email Greeting Type Options” is like a tool that helps you do this automatically. Instead of manually typing out different greetings for each email, you can set up different greeting styles and then choose the right one for each recipient.
Here’s how it works:
- You create different greeting styles: For example, “Formal,” “Informal,” “Organization.”
- You write the actual greeting: Like “Dear [Contact Name],” or “Hi [Contact Name].”
- You tell Retention CRM who to use it for: You can say, “Use ‘Formal’ for members,” or “Use ‘Informal’ for volunteers.”
Then, when you send an email: Retention CRM will automatically choose the correct greeting based on who you’re sending it to.
So, instead of typing out a greeting every time, you just select the right style and Retention CRM does the rest. This saves you time and makes your emails look more professional.
How to Use “Email Greeting Type Options” in Association Management
Here’s a breakdown of the fields you’ll find:
- Label: This is the name users see when choosing a greeting type (e.g., “Formal”, “Informal”).
- Value: This is the actual greeting text used in emails (e.g., “Dear [Contact Name]…”, “Hi [Contact Name]”). You can use merge variables like [Contact Name] to personalize greetings.
- Description: This is optional text appended to the greeting when displayed to users (e.g., “Use for professional communication”).
- Order: This determines the order greetings appear when users choose a type (higher number appears lower).
- Enabled?: This allows you to temporarily disable a greeting type if needed.
- Default Option?: Set one greeting as the default for new emails.
- Contact Type: This restricts the greeting type to specific contact types (e.g., “Individual”, “Organization”).
Scenario for a Nursing Association:
The nursing association can utilize these fields to create different email greetings for various audiences:
- Formal Greeting (Default): “Dear [Contact Name],” (for professional communication with members, officials, etc.)
- Informal Greeting: “Hi [Contact Name],” (for less formal communication with members, event invites, etc.)
- Organization Greeting: “Dear [Organization Name] Staff,” (for emails addressed to member organizations).
Adding a New Email Greeting Type:
Click “Add Email Greeting Type” to create a new option. Fill out the fields as follows:
- Label: Enter a descriptive name (e.g., “Student Nurse Welcome”).
- Value: Craft the greeting text (e.g., “Welcome to the nursing profession, [Contact Name]!”).
- Description: (Optional) Add a note explaining the greeting’s use (e.g., “For welcoming new student members”).
- Order: Set the order the greeting appears in the list.
- Enabled?: Leave checked for active use.
- Default Option?: Only check this for the preferred default greeting.
- Contact Type: Choose “Individual” for greetings to student nurses, or leave blank for wider use.