EMM Guide - Contact Preferences

Providing your Contacts the option to choose what emails they would like to receive. (i.e. Golf, Newsletters, Dining, Events), will greatly reduce the number of readers who unsubscribe from receiving emails. as well as giving them the control to decide what emails come to them from the club. This documentation will also show you how to create an automated campaign that sends out to brand new members that are added to Email Marketing. This will send an email automatically to new members asking them to select what emails they would like to receive from the club.

Adding Fields in Email Marketing

• Creation of the Fields

Configuring Segments

• Creating new segments 
• Updating existing segments

Update Preferences Form

• Creating Update Preferences Form

Creating the Update Preferences Campaign

• Create the Campaign
• Choose the Template
• Insert Header/Placeholder Images
• Editing Email Details

Creating the Autoresponder

• Creating a Triggered Autoresponder
• Linking the Update Preferences Campaign
• Activating the Update Preferences Autoresponder

Sending Update Preferences Email to Existing Members

• Creating a Segment with All Contacts
• Sending the Members Update Preferences Email to Existing Members

 

Creating Fields within Email Marketing

The first step in this process is to create the subject categories as fields within Email Marketing. These fields will represent the subject matter that your contacts will see as their available Preferences in the update form you wil be creating  later on in this process. In order to begin please login to your clubs’ website, Switch to Club central and select the Email Marketing Module.

Creation of the Fields

1. From the Email Marketing menu, select the following items:
   • Contacts -> Manage Contact Fields

2. Select the orange button labelled + New Custom Field
3. In the field name text box enter in the desired category name. 

​Ex. Golf

4. Click the drop down labelled “type” and select the “Checkbox” option.
5. Click and check the box by default value.
6. Once finished click the Save & Close button.

Repeat Steps 1-6 to create all of the desired fields you wish to use as an email category. Once you finish creating those fields, this page will look something like this:

Configuring Segments

Now that the fields have been created in Email Marketing, we are going to configure your segments.

• For creating a brand new segment that includes the new categories, follow the steps for Creating a New Segment.
• Fore updating your existing segments to include the new categories, follow the steps for Updating an Existing Segment.

Creating New Segments

1. From within Email Marketing, click on the following menus
   • Lists and Segments -> Segments

2. Click the orange button labelled + New Segment.
3. Click the “Filter Type” drop down and select the Contact Field option.

4. Next you will click the drop down labelled “Email Format” and select the More option.
5. Once the Contact Fields window opens, search and checkmark the custom field you wish to use.

Note: The field selected here will be one new category fields that was created earlier in this process

1. Then click Select on the bottom right of the window

Ex. Golf field

6. Click the drop down beside “Contacts whose value” and select the is option.
7. In the next drop down select the option True.
8. Once complete click Next on the bottom right.

9. In the Segment Name text box, enter the desired name for the segment.

Ex.  Golf Segment

10. Once all the Segement details have been entered in, select Finish on the bottom right.

Repeat this process for the other new category fields that were created earlier in this process.

Updating Existing Segments

In order to utilize pre-existing segments with the new category fields you will need to follow these steps:

1. From within Email Marketing, select the following menus:
   • Lists and Segments -> Segments
2. Click on the name of the corresponding segment that will be updated Ex. Golf Members
3. Click on the "Add filter” feature.

4. Select "Filter type" labeled Contact Field.
5. Click the drop down beside the “Using the field” label and select the More option.
6. Once the Contact Fields window opens, search for the desired field you wish to use and checkmark the box next to it.
7. Click on the Select button in the bottom right.

7. Click the drop down beside the label “contacts whose value” and select the option is.
8. Click on the next blank drop down and select the option True.
9. Once complete click the next button

10. You can keep the Segment name the same, Select “Finish” on bottom right

Repeat this process for any existing segments that are being used for email categories.

Update Preferences Form

Now that the segments have been created/edited we can move to creating the update preferences form. This form will consist of each email category that was created in the very first step of this documentation. Members will be able to use this update preferences form to select what emails they would like to receive from the club, upon completing the form they will automatically be added/removed from the segments that were created/updated in the previous step depending on what they have selected.

Creating an Update Preferences Form

1. From the menu on the left selet the following menus:
   • Forms” -> “Subscription Forms

2. Select + New Subscription Form.

3. Label the Subscription Form Group Name: “Members Update Preferences Form” (optional)
4. Select “Update Preferences Form” template.

5. On the right side panel select Do not show any lists.

6. Click on the header portion of the form labelled “Update your preferences”
7. On the right side panel click on the button labelled “Insert Image”

8. On the right panel enter into the textbox labelled “Title”:

“What Emails Would you Like to Receive?”

9. On the right panel enter into the textbox labelled “Text”:

10. Select the main body area of the form labelled “To update your profile, edit the information below:”
11. On the right side panel uncheck “First Name”, “Last Name”, and “Email Format” option.
12. Then Click the button on the right side window labelled “Customize Fields”.

13. Checkmark the custom fields that were created in the first step of this documentation, then select “Next” on bottom the right.

14. Select “Done” on the bottom right.

15. Once back in the editor select “Done” on the top right.
16. Select “Done” on the top right again.

Creating the Update Preferences Campaign

For our next step we will create the mail campaign that will be sent to your members to let them know to update their email preferences. This will be a basic template; you are free to create a custom campaign that is to your liking. To create the campaign, remain in Email Marketing.

Creating the Campaign

1. Select Email Campaigns on the left navigation
2. Click on “+ New Email Campaign” -> Select Smart Email Builder

Choosing the Template

1. Choose the template “1 Column (Mobile)”

Inserting Header/Placeholder Images

1. Header Image – Click on “HEADER IMAGE: 600px wide”

2. Select “Images from your hosted content, or upload a new image”.

3. Upload the image you wish to place in this area and then click Insert on bottom right.

4. Click Update on the bottom left to add the image to your campaign.

5. Placeholder Image – Click on “PLACEGOLDER IMAGE: 570px wide”

6. Select “Images from your hosted content, or upload a new image”

7. Upload the image you wish to place in this area and then click Insert on bottom right.

8. Click Update on bottom left to add the image to your campaign.

9. Headline Style Placeholder: Click on “Headline Style Placeholder”

10. This is where we will enter the greeting, type “Hello”
11. Then click on Select Token from the toolbar and select “First Name” (This will ensure that whomever the email is sent to, will automatically populate their First Name).

12. Once finished, select Update Content on bottom right.

13. Subheading style placeholder: Click on “Subheading style placeholder”

14. Select Delete on the bottom right as we do not need a subheading for this email.

15. When prompted, select OK

16. Body: Click on the body

17. In the content type: “Welcome to Mystics Rivers Club emailing service, we would like to offer you the chance to choose what emails you would like to receive from the club whether it be about Golf, Special Events, Dining etc. To update your email preferences please click the link below labelled "Update Preferences". This will take you to a form where you have the option to choose what emails you will receive from us.”
18. Please download the image below and upload it into your Media Libraries, once completed insert this image into the body of the email (resize to your liking).

Right click -> Save image as
                Once the image has been inserted we must link it to the Form we created

19. Highlight the “Update Preferences” image and click on the Insert/Edit Link button from the toolbar.

 

20. Enter the following:
    • Link URL: http://cp20.com/SMFPref
    • Target: Open Link in a New Window
21. Click on the Insert button to confirm the linking of your image to your form.
22. Click on Update Content to save changes.

 
 
 
 


 

After inserting the appropriate content, your campaign will look something like this:

21. Click “Next” on the top right when you are satisfied with your campaign
22. This will bring you to the text only version of this campaign, this is auto populated so you can click “Next” on the top right as no changes need to be made here

 

Editing Email Details

1. Enter in a Email Campaign Name & enter in the Subject as “Members Update Preferences Email”

2. From the  More Options select Members Update Preferences Form from the dropdown.

3. Click on the Save Draft button on top right.

Creating the Autoresponder

Now that we have drafted and email campaign, we can move onto creating the Autoresponder. To continue please stay in the Email Marketing Module.

Creating a Triggered Autoresponder

1. Select “Autoresponders” -> “Triggered”
2. Select “+ New Autoresponder”

3. Click on the “Start now Triggered” option
4. Select the option “Welcome Email”
5. Click the option under “Select Initial Criteria” labelled “Contact added via any means”
6. Then Select “Next” on bottom right

Linking the Update Preferences Campaign

7. In the textbox labelled “Autoresponder name” enter in the name “Members Update Preferences Autoresponder”
8. Click on the “Copy one of my existing email designs” button.
9. Select “Start an email”

10. Select the email campaign that we created in the previous step labelled “Members Update Preferences Email” and then click “Select” on the bottom right.

11. You will be navigated to the campaign we just created, since the campaign is completed we will leave everything the same and click Next on the top right.

12. This will take you to the text-only version of your campaign, again the campaign is finished so select Next on the top right.

13. Lastly you will be taken to Step 3 of 3 of your campaign, click Save Draft on the top right.

 

 

14. You will be then navigated to the summary of your Autoresponder, select Save & Close on the bottom right.

Activating the Update Preferences Autoresponder

1. To activate this new Autoresponder, select Set Schedule.

2. On this page you can select when to “Schedule”:
   • Now – This will activate the Autoresponder right away.
   • Start sending on – This will activate the Autoresponder on the date and time selected.

3. Select Set Schedule on bottom right.

The Autoresponder will now be activated and your Members Update Preferences Email will be sent to newly added members within your club's Email Marketing account. When your members receive the email, they will click the Update Preferences button in the campaign. This will open the Update Preference Form you created, which allow them to choose the email categories they wish to receive emails for. Once they have chosen their desired categories and click on the update button, their preferences will be immediately updated in your Email Marketing account  updated. Going forward, they will only receive e-mails regarding the categoires they chose to be apart of.

Sending Update Preferences Email to Existing Members

Now that we have created an automatic email to send out to new members added to Email Marketing, we now need to send the Members Update Preferences Email to existing members. To do so please stay in the Email Marketing Module and follow the steps below:

Creating a Segment with All Members

1. Navigate to the following menu:
   • Lists and Segments -> “Segments

2. Select “+ New Segment”

3. Click the “Filter Type” drop down and select the Contact Field option.

4. Click the drop down labelled Email Format and select the “More” option.
5. Once the window opens search and checkmark the field labelled Status. Then click “Select” on the bottom right of the window.
6. Click the drop down beside “Contacts whose value” and select the “is” option.
7. In the next drop down select the option Soft bounced.
8. Change the AND option to OR.

9. Select the next “Filter type” drop down and select Contact Field.

10. Click the drop down labelled “Email Format” and select the “More” option.
11. Once the window opens search and checkmark the field labelled “Status”. Then click “Select” on the bottom right of the window.
12. Click the drop down beside “Contacts whose value” and select the “is” option.
13. In the next drop down select the option “Subscribed”.
14. Select “Next” on the bottom right.

15. Label the Segment Name: All Contacts – Update Pref.
16. Select Finish on the bottom right.

Now your segment will be created containing ALL your contacts within Email Marketing.

Scheduling the Members Update Preferences Email for Existing Members

1. Select Email Campaigns on the left navigation.
2. Find and Select the Email Campaign we created labelled: Members Update Preferences Email.
3. Click Select Recipients.

4. Select the Segment we just created labelled All Contacts – Update Pref and then click “Select” on the bottom right.

5. Select Schedule & Send.

6. Make sure Schedule is set to “Send one time” and Start Sending: Now is selected then click Schedule & Send on the bottom right.

Now your Members Update Preferences Email will be sent to all Contacts within your club's EMM account.