Email Bounces

The “Email Bounces” report in Reports module of Retention CRM helps Chambers of Commerce, Nonprofits and Associations to identify Emails that failed to deliver to the contacts in their contact database. It provides details on the bounced emails, allowing you to clean your Emailing list and improve deliverability.

General Functionality of “Email Bounces” Report

Available Fields:

• Contact ID: Unique identifier for the contact in your Retention CRM database.
• Bounce Type: Category of the bounce, such as “Hard Bounce” (permanent failure) or “Soft Bounce” (temporary issue).
• Email: The contact’s Email address that bounced.

Using “Email Bounces” Report in Association Management

Nursing Association Example:

• Contact Name: Name of the nurse in your database.
• Contact Source: How you acquired the contact information (e.g., event registration, website form).

Additional Filters:

• Contact Name: Filter by specific nurses.
• Contact Source: Identify bounces from a particular source to investigate signup issues.
• Email: Search for bounces associated with a specific Email address.
• On Hold: Whether the contact’s email is marked as inactive due to bounces.
• Hold Date: Date the Email was put on hold.
• Hold Reset Date: Date the Email was reactivated (if applicable).
• Emailing Subject: Subject line of the Emailing that triggered the bounce.
• Bounce Reason: Specific explanation for the bounce (e.g., Emailbox full, address doesn’t exist).
• Bounce Date: Date the bounce notification was received.
• Bounce Type: Same as the general field, but allows filtering by bounce category.
• Tag: Filter by any tags assigned to the contacts (e.g., “inactive Email”).
• Group: Filter by groups the contacts belong to (e.g., “registered nurses”).

Scenario:

The nursing association sends an Email newsletter about upcoming educational events. After the Emailing, they utilize the “Email Bounces” report. They see several bounces from nurses who signed up through the website form (“Contact Source”). Filtering by “Bounce Reason” reveals some are “Emailbox Full.” The association can contact these nurses to update their Email addresses and remove the “On Hold” status. They can also identify nurses with hard bounces (“Bounce Type”) and remove them from the list to improve overall deliverability. This report helps maintain a clean and effective Email list for the nursing association.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Association Use Case

• Scenario: A professional association sends out an Email invitation to its members for an upcoming industry conference. After the Emailing, they use the “Email Bounces” report to identify any Emails that failed to deliver.
• Use of the Report: The association can filter the report by “Bounce Type” to differentiate between hard bounces (permanent failures) and soft bounces (temporary issues). They can then:
  • Contact members with soft bounces to update their Email addresses and remove the “On Hold” status.
  • Remove members with hard bounces from the Emailing list to improve overall deliverability for future Emailing.

Chamber of Commerce Use Case

• Scenario: A chamber of commerce sends out an Email newsletter to its members about upcoming business events and legislative updates. After the Emailing, they use the “Email Bounces” report to identify any issues with their Email list.
• Use of the Report: The chamber can filter the report by “Contact Source” to identify bounces from a specific source, such as their member registration form. This can help them investigate potential signup issues on their website. They can also use the report to:
  • Identify and remove invalid Email addresses that may have been entered incorrectly during registration.
  • Segment their Email list by industry or member category to send more targeted Emailing in the future.

Nonprofit Use Case

• Scenario: A nonprofit organization sends out an Email fundraising campaign to its donor base. After the Emailing, they use the “Email Bounces” report to identify any Emails that failed to deliver.
• Use of the Report: The nonprofit can filter the report by “Tag” to identify bounces from donors who have been tagged as “inactive Email” in the past. This can help them focus their efforts on re-engaging these donors with alternative communication methods. They can also use the report to:
  • Clean their donor list by removing invalid Email addresses to ensure future fundraising Emails reach interested supporters.
  • Identify potential issues with their Email marketing platform that may be causing bounces.