New Email

The ‘New Email’ feature in the Contacts module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to compose and send personalized emails to individual contacts or groups within your database. It provides functionalities beyond a basic email client, offering features specifically useful for organizations managing relationships.

General Functionality of the ‘New Email’ Feature

• From: This field specifies the email address the message will appear to be sent from. By default, it might be your personal address, but it can be set to the organization’s official email address or a specific department address.
• Recipient(s): This is where you designate who will receive the email. You can enter individual contact email addresses or choose a group from your contact database.
• Add CC & Add BCC: These options allow you to include additional recipients in the email’s Carbon Copy (CC) or Blind Carbon Copy (BCC) fields. People in the CC field will see each other’s email addresses, while BCC recipients remain hidden from everyone.
• Use Template: Retention CRM lets you pre-design email templates with common content and formatting. You can select a template here to populate the email with pre-written content and then customize it further.
• Subject:* This is the email’s title line that recipients will see in their inbox. It’s crucial to craft a clear and concise subject line to encourage them to open the email.
• Campaign: If the email is part of a larger marketing or communication campaign, you can assign it to a specific campaign here for better tracking and reporting.
• Tokens: Retention CRM offers tokens, which are placeholders that automatically insert dynamic content into your email. For example, a “[name]” token would be replaced with each recipient’s actual name when the email is sent.
• HTML format & Plain Text format: You can choose to compose the email in HTML format for rich formatting options like images and styles, or plain text for wider compatibility.
• Attachments: Attach relevant documents, flyers, or other files to share with the recipients.
• Schedule Follow-up: This allows you to schedule a follow-up activity related to the email. You can set a date and time, assign a subject, and designate a staff member responsible for the follow-up.

Using ‘New Email’ in Association Management

Let’s consider how a nursing association can utilize the “New Email” feature:

• Scenario: The association wants to inform its members about an upcoming educational webinar on “Managing Stress in the Workplace for Nurses.”
• From: The “From” address can be set to the association’s main email address (e.g., [email address removed]).
• Recipient(s): You can choose the “Nurses” group from your contact database to send the email to all members.
• Subject: A clear subject line like “Free Webinar: Managing Stress in the Workplace for Nurses” would be effective.
• Use Template: You might have a pre-designed email template for member communication. Select that template and customize it with details about the webinar.
• Campaign: Create a new campaign called “Stress Management Webinar” to track the email’s performance.
• Tokens: Use tokens like “[name]” to personalize the email greeting for each member.
• HTML format: Use HTML format to include a visually appealing flyer or banner about the webinar in the email body.
• Attachments: You can attach the webinar registration link or any additional resources related to stress management.
• Schedule Follow-up: Schedule a follow-up email a few days after the webinar reminding members about the recording or sharing feedback options. Assign the follow-up activity to the staff member responsible for webinar logistics.

By using the “New Email” feature effectively, Associations, Chambers and Nonprofits can efficiently inform its members, promote valuable resources, and strengthen communication within the organization.

More Use Cases for Associations

Here are 3 use cases in the context of associations on how they can use the New Email option:

Personalized communication

You need to send a personalized email to a specific member, such as a birthday greeting or a thank you note for a donation. You can use the New Email option to craft a message tailored to the individual and leverage their contact information stored in Retention CRM.

Targeted group emails

You want to announce an upcoming event or share important news with a specific group of members, like volunteers or members with a particular interest area. You can use the New Email option and leverage the group functionality to target your message to the relevant recipients.

Campaign blasts

Your association is launching a fundraising campaign or advocacy initiative. You can use the New Email option to create a template for your email and then send it out to a large group of contacts through ‘Ret Email’, a built-in mass emailing tool within Retention CRM.

By leveraging this feature, Associations, Chambers and Nonprofits can automate workflows, create targeted campaigns, and leverage data-driven insights to deliver the right message to the right audience at the right time. This personalized approach enhances member/donor/stakeholder satisfaction, drives retention, and ultimately contributes to long-term success.