Headers, Footers, and Automated Messages

The “Headers, Footers, and Automated Messages” feature in Email Marketing module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to customize email templates used for various Email activities. It provides a central location to manage pre-defined content that gets inserted into your emails automatically.

General Functionality of “Headers, Footers, and Automated Messages” Feature

Name: This field allows you to give a descriptive title to your template for easy identification.

Type: This defines the purpose of the template. It can be:

• Header: Content inserted at the beginning of the email.
• Footer: Content inserted at the end of the email.
• Automated Message: Pre-written messages triggered by user actions like subscribing or unsubscribing.

Subject: The subject line of the email, relevant for Automated Messages.

Body HTML and Body Text: These fields contain the content of your message in HTML and plain text formats, respectively. You can use Retention CRM tokens (e.g., {domain.name}) to insert dynamic content like your organization’s name or unsubscribe links.

Default?: This indicates if the template is the pre-selected option for a specific type (Header, Footer, or Automated Message).

Enabled?: This determines if the template is currently active and available for use.

Here are the specific functionalities of each Automated Message template:

• Opt-out Message: This message is sent to users who choose to unsubscribe from your Email list. It confirms their opt-out request.
• Auto-responder: This is an automated reply sent when someone responds to an email address that doesn’t have a designated mailbox. It informs them to use the contact email address listed on your website.
• Resubscribe Message: This message confirms a user’s successful resubscription to your Email list and provides instructions for unsubscribing again.
• Subscribe Message: This message is sent to users who sign up for your Email list but haven’t confirmed their subscription. It includes a confirmation link or instructions.
• Unsubscribe Message: This message confirms a user’s unsubscription from your Email list and offers them the option to resubscribe.
• Welcome Message: This message greets new subscribers and confirms their successful activation on your Email list.

Using “Headers, Footers, and Automated Messages” Feature in Association Management

A nursing association can leverage this feature to streamline email communication with its members. Here’s a hypothetical scenario demonstrating its use:

Scenario: The association wants to send a newsletter to its members with updates on upcoming events, educational resources, and membership benefits.

1. Email Header: The association can create a Header template containing their logo, contact information, and a tagline. This gets inserted automatically at the top of all newsletters.
2. Email Footer: A Footer template can include standard unsubscribe instructions with a link directed to the Retention CRM unsubscribe page (using the {action.optOutUrl} token). Additionally, the association’s website address can be inserted using the {domain.address} token.
3. Welcome Message: When a new member signs up, the Welcome Message email is triggered. It can be customized to include a warm greeting, a brief introduction to the association’s mission and benefits of membership. The message can also include a link to a member portal or resources page.
4. Subscribe Message: New members who haven’t confirmed their subscription will receive a Subscribe Message. This email should politely request confirmation and include a clear confirmation link (using the {subscribe.url} token).
5. Unsubscribe Message: When a member unsubscribes, they’ll receive an Unsubscribe Message confirming their opt-out and offering an option to resubscribe using a link generated by the {action.resubscribeUrl} token.

More Use Cases for Associations

Streamlined member communication

Associations can create templates for common emails, such as welcome messages, event reminders, and newsletters. This ensures consistent branding and messaging across all communications.

Automated unsubscribe and resubscribe

Automated messages can be set up to confirm unsubscribes and offer an option to resubscribe. This reduces the workload for association staff and provides a user-friendly experience for members.

Personalized greetings and confirmations

Welcome messages can be customized to greet new members and provide them with relevant information about the association. Subscribe messages can be used to request confirmation and include a clear confirmation link. This helps to ensure that only engaged members are on the email list.

By utilizing the “Headers, Footers, and Automated Messages” templates, Associations, Chambers and Nonprofits can ensure consistent branding, provide clear instructions, and automate essential communication with their donors, members and other stakeholders, saving time and effort.