Multi-Center Email Opt In/Out Constituent Experience

Andrew Hedden

When operating in a multi-center configuration there are three different levels of opt-out.  



The first point in all of this that I want to clarify is that not all emails sent from our system are subject to the constituent's accept email status at any level. These setting have no bearing on if auto-responder type emails are sent. Someone can be completely opted out of email but if they make a transaction they will still be sent the email indicating that they have donated as in many cases this acts as the receipt for the transaction. This also holds true of registration confirmation email and the like. The accepts email disposition of a constituent is taken into account when sending emails with the email campaign tool, coaching emails from TeamRaiser, quick email tool, and there is even a way for people to opt out of tell-a-friend generated email.



The first and over riding field is the accepts email status on the constituent profile. When this is set to false it will not matter how many other things that the person may be opted into they will not receive any email from a convio powered site except for the items mentioned above.



The second control is analogous to the center level accepts email setting. This acts the same as the global accepts email but is limited in scope to just the center. In addition the constituent can have a different setting on each center if your centers are not mutually exclusive.



The third is the interest level opt in/out. These exist at any level (all centers and sub centers) and require your admins to use the interest on the email or manually add the opt in/out groups to email audiences. If an interest is selected when setting up an email campaign the admin can choose to automatically include the opt in and out groups for that interest on any delivery generated for a message in that campaign. When the delivery is setup these groups could actually be manually removed.



Every message sent from the Convio system is required to have the un-subscribe link in it. It takes the form of http://primary.site.url/site/CO. A unique value gets appended on that link for each message sent that will let our system know what record to change if a recipient clicks to unsubscribe.



The page that gets presented to the user is dependent on how the message was configured. If the message was sent from the all centers context and the message was part of an email campaign that had an associated interest the recipient will have two items to choose at what level they want to opt-out. First will be to opt out of the interest the email campaign is associated with. The second is the global opt-out of all email from your organization. This selection will change the accepts email value on the constituent profile.



If the message was sent from a center and the email has an interest associated with it then they will get three options to what extent they want to opt-out. First will be the interest level, second is the center level and third would be for the site as a whole.



If you want to see exactly how these options are represented to a constituent I would suggest you setup two very simple message with the unsubscribe link. One at the all centers level and one from a specific center. This will help you understand the complete constituent facing experience.