Sending a Quick Email

Sending a Quick Email

Quick Emails are meant for brief, direct communications. For longer or regularly recurring communications, such as weekly updates or announcements, we recommend using our Newsletter Tools.

To Send a Quick Email:
  1. Go to the Communications tab on the Dashboard.
  2. You can start a Quick Email using the blue button on the Summary tab.
  3. Or, you can create and manage all of your Quick Emails from the Quick Email tab.

Composing a Quick Email

Send To - Select from any of your existing Communications Lists and Message Boards. If you need to create a new list, you can either set up:
  1. an Auto-Populating Communications List from the Communications tab
  2. a Manual List by copying/pasting or filtering from the People tab
You must select a list to send to. If you only add addresses to the "copy" field, the email will not be sent
. 
Send a copy to - If you'd like to send a copy to someone else, enter their email address here (multiple email addresses separated by commas).

From - Your email will automatically come from the email address that you used to log in to the Dashboard. Use the drop down menu to select a different Administrator's address. (if you are an Account Owner)

Send Later at - Complete the Send Later Box with the date and time you want the email sent and click "Done". Leave it blank or select "Now" to send it immediately.

Subject - The subject of your email. If you have a Saved Email Template you'd like to use, you can select that here. (More About Email Templates)

Body - Include text, pictures, graphics, etc. The text editor allows you to customize the email.

Save as Draft or Send Now
  1. If you'd like to save your email to edit it later, select "Save as Draft."' This will move your email to the Drafts tab.
  2. If you are done editing and ready to send, select "Save & Schedule Email." The email will be sent immediately or at the "Send Later" time you selected. If it is set to be sent later, the email will move to the Scheduled tab where you will have the option to unschedule and edit it up until the time it is scheduled to send.

Quick Email Drafts

This is where all unscheduled quick emails are stored. You can view and edit any quick emails drafted by you (the logged in Admin) or emails drafted by other Admins for your organization.


Scheduled Quick Emails

This is where all scheduled quick emails are stored. They will remain here until their scheduled date/time occurs.
  1. You can "unschedule" any quick emails scheduled by you (the logged in Admin) or emails scheduled by other Admins for your organization.
  2. Unscheduling an email will move it back to the Draft tab where it can be edited and rescheduled.

Sent Quick Emails

Once a Quick Email has been sent it moves to the Sent tab. You can view analytical information about it or open it and copy/paste content from it.
  1. Delivered means the newsletter has arrived at its destination server.
  2. Total Opens refers to the total number of times the newsletter was opened by any email address.
  3. Unique Opens refers to the number of unique email addresses that opened the newsletter.
  4. Total Clicks are the total number of clicks on any link in the newsletter.
  5. Unique Clicks are the number of email addresses that clicked on one or more links.
  6. Bounced means there was a technical error preventing delivery (server off-line, mailbox full, etc.).
  7. Invalid means the address is invalid in some way (improperly formatted, domain doesn't exist, etc.).

Email Templates

Email Templates are useful when you want to send the same email out multiple times throughout the year or annually from year to year. Typically they are meant for notices sent to small groups of people. (For example, you might build a template for late payments.) Then when you compose one-off emails for a small handful of people, you can pick the text from one of these templates to start.

Select the "Add Template" button to create a new email template.
  1. Template Name - Give your template a title.
  2. Template Description - What is the purpose of this template?
  3. Subject - The subject line of the email users will receive.
  4. Body - The text of your email. Tip: You can add macros to the body of the email by using {{firstname}}, {{lastname}}, etc.


Once you have saved your Email Template, you can edit it at any time.


To Use/Send a Saved Email Template:
  1. Go to Communications > Quick Email > Draft.
  2. Select "Send Quick Email" and "use template."
OR
  1. Go to People > Contact Records > 'email' button.
  2. Select email addresses > "compose email" button.
  3. Select "use template."


  1. Select the template from the drop down list of templates
  2. If there is already information entered in the Email Subject and Body, select the Overwrite checkbox if you want to replace it.
  3. Leave this unchecked if the existing text should remain and the template text added to what is already there.
  4. Regardless of your selection here, you will be able to change any text before you send your email.



    • Related Articles

    • Sending An Email To Your Contacts

      You can quickly send emails through Membership Toolkit. Best practice is to send your email using the Communications > Quick Email Tab.  You can start a Quick Email using the blue button on the Summary tab. You can select from any of your ...

    • Email Templates

      Email Templates are useful when you want to send the same email out multiple times throughout the year or annually from year to year. To create an Email Template: Go to Communications > Quick Email > Templates > Add Template. Template Name - Give ...

    • Sent Email Status/Activity

      There are 2 ways you can view emails that have been sent. 1) Once an email has been sent it moves to the Communications > Quick Email > Sent tab. This applies to ALL emails whether sent from the Quick Email tab, the People tab, or the Volunteers tab. ...

    • Rescheduling/Cancelling Scheduled Emails

      Once an email has been scheduled, you can find it under Communications > Quick Email > Scheduled Tab. It will remain here until its scheduled date/time occurs. This is where all scheduled emails are stored, regardless of where they were sent from. ...

    • Sent Newsletters

      Newsletters that have already been released and sent out can still be accessed by going to Communications / Newsletters / Sent Newsletters. Newsletter Analytics Delivered means the newsletter has arrived at its destination server Total Opens refers ...