Sending a message to participants only excluding team captains

Jenny Herren

We segment our post event emails into multiple groups; team caps, donors, pre-registered participants & day of registrants. Since Convio groups team captains in with participants is it possible to send a message using coaching emails to participants only excluding team captains? We thought we could use the team filters and deselect team captains but it didn't work they received the participant version and the team cap version.

Thanks,

Jenny

Heather McDowell

Hi Jenny,

The filter should definitely remove the Team Captain group! I took a look at your event and coaching email delivery and cross referenced a few team captains but I didn't see them in the message you sent. (Looking at TeamRaiser Emails: 2011 K9 Cancer Walk, Elk Grove, Calif.: Reports) I would definitely open a Support case and give them the examples of any team captains that DID receive the message in error so we can troubleshoot in more detail and see if anything might be amiss.You might check also to see if any team captains who received the message might have registered twice, once as a participant and then again as a team captain.

Thanks,

Heather

Heather McDowell

Heather McDowell:

Hi Jenny,

The filter should definitely remove the Team Captain group! I took a look at your event and coaching email delivery and cross referenced a few team captains but I didn't see them in the message you sent. (Looking at TeamRaiser Emails: 2011 K9 Cancer Walk, Elk Grove, Calif.: Reports) I would definitely open a Support case and give them the examples of any team captains that DID receive the message in error so we can troubleshoot in more detail and see if anything might be amiss.You might check also to see if any team captains who received the message might have registered twice, once as a participant and then again as a team captain.

Thanks,

Heather

Update alert!

Turns out I was in the wrong message. Sorry about that! I was able to confirm that there were captains getting the filtered messages so I talked to Support about this and they advised that there is confusion in the way we are presenting the filters. The filter reads:

Select the groups of people participating on a team that should be sent  this email message. (Note: To exclude a group of team participants from  this mailing, remove the checkmark from its checkbox.) 



Since one of the boxes is for team captains we either need  to be clear that team captains are not only team members, they are  also participants, and state that there is no way to send to everyone but team  captains (without the workaround provided below)



or



this needs to actually filter out team captains when their box is unchecked.

A bug is being filed on this (requesting the latter) and I'll add your name to it, so you can get an update upon correction.

If anyone else would like to add their name to this bug, to give it additional weight when being considered, notify your Account Manager.

In the meantime, this is the workaround that was recommended:

The filters function as inclusive, not exclusive. Team Captains are also Team  Members and will receive the email when Team Members is a selected  audience. 

When wanting to exclude the Team Captains from an e-mail you need to  create a Group of your Team Captains then select that group in the Do  Not Email Groups section of Delivery.

Create the group in Data Management > Tasks > Create Task  "Team Captains - Event Name". Run the Task and Confirm the Group  has been created in Constituent360 > Groups. 



In the Coaching Email you can now exclude this Group from receiving  the email.

In Step  5. Review Delivery Details in Coaching Emails, >  Related Actions >4. Manage Do Not Email Groups Groups Created by this  Event > Select your Team Captain group.

Thanks for bringing this to our attention!

Heather

Joey Shevlin

Heather McDowell:

Update alert!

Turns out I was in the wrong message. Sorry about that! I was able to confirm that there were captains getting the filtered messages so I talked to Support about this and they advised that there is confusion in the way we are presenting the filters. The filter reads:

Select the groups of people participating on a team that should be sent  this email message. (Note: To exclude a group of team participants from  this mailing, remove the checkmark from its checkbox.) 



Since one of the boxes is for team captains we either need  to be clear that team captains are not only team members, they are  also participants, and state that there is no way to send to everyone but team  captains (without the workaround provided below)



or



this needs to actually filter out team captains when their box is unchecked.

A bug is being filed on this (requesting the latter) and I'll add your name to it, so you can get an update upon correction.

If anyone else would like to add their name to this bug, to give it additional weight when being considered, notify your Account Manager.

In the meantime, this is the workaround that was recommended:

The filters function as inclusive, not exclusive. Team Captains are also Team  Members and will receive the email when Team Members is a selected  audience. 

When wanting to exclude the Team Captains from an e-mail you need to  create a Group of your Team Captains then select that group in the Do  Not Email Groups section of Delivery.

Create the group in Data Management > Tasks > Create Task  "Team Captains - Event Name". Run the Task and Confirm the Group  has been created in Constituent360 > Groups. 



In the Coaching Email you can now exclude this Group from receiving  the email.

In Step  5. Review Delivery Details in Coaching Emails, >  Related Actions >4. Manage Do Not Email Groups Groups Created by this  Event > Select your Team Captain group.

Thanks for bringing this to our attention!

Heather

Heather,

I'm trying to do the opposite- I want to create a list of only team captains.  I created a task to filter team captains, saved it but now I can't  seem to "run" the task to actually create the group.  Any idea what I'm  missing?

Heather McDowell

Joey Shevlin:

Heather,

I'm trying to do the opposite- I want to create a list of only team captains.  I created a task to filter team captains, saved it but now I can't  seem to "run" the task to actually create the group.  Any idea what I'm  missing?

Hi Joey,

A thousand years later and I just saw your response! Was this something that you were able to sort out or are you still having questions about the best way to set this up?

Heather

Joey Shevlin

Heather McDowell:

Hi Joey,

A thousand years later and I just saw your response! Was this something that you were able to sort out or are you still having questions about the best way to set this up?

Heather

I did figure it out!  Thanks though.