TeamRaiser Emails

Liz Doherty

Hi,

Quick question about emails for Teamraiser:

We are setting up coaching emails for our biking events. We are setting them on a set schedule. Our question is if someone registers after the first emails have gone out, will they still get those first emails after they register?

More specifically, can we tailor which ones someone will receive if they register late? The first coaching email, for example, would be very important for everyone to receive, but some of the others aren't as important.

Thanks,

Liz

Rachael Ahrens

Hi Liz

I'm afraid I don't know the answer. I'm trying to find some help for you but I've also asked that this question be moved to the section of Community where others using TR might be able to help you faster. This thread may be moved to that section shortly. Here's a link to the TeamRaiser-specific section of Community also:  http://community.customer.convio.com/community/convioplatformsupport/teamraiser You might find resources there that you won't find here in the Go! section. It might be a big help to you.

All the best,

rachael

Kent Gilliam

Liz,

TR coaching email send times are set in your site options. By default they are 7, 14, 28 and 42 days after someone registers for an event. You can also set the a specific day of the week and a specific time of the day for each coaching email to go out. For instance, you can set it so everyone who registered 8 to 13 days prior to today can all get the 7th day coaching email tomorrow.

To answer your question, everyone will get each email if they register far enough in advance of the event because each email goes out based on the event registration date. So if someone signs up the week of the event, say 6 days or less before, they won't get any of the coaching emails. A good practice is to have the coaching email information on a page on your site so you can send a "week of" email to all newly registered participants. Some of your coaching tips might not be applicable since the event date would be so close but I would take what is relevant or doable and send that in a specific email. Even better, add this type of content to your "thank you for registering" autoresponder six days prior to the event date. This will automate and expedite your coaching tips.

Hope this helps.

Kent

Convio Community Manager

Brian Mucha

Kent Gilliam:

Liz,

TR coaching email send times are set in your site options. By default they are 7, 14, 28 and 42 days after someone registers for an event. You can also set the a specific day of the week and a specific time of the day for each coaching email to go out. For instance, you can set it so everyone who registered 8 to 13 days prior to today can all get the 7th day coaching email tomorrow.

To answer your question, everyone will get each email if they register far enough in advance of the event because each email goes out based on the event registration date. So if someone signs up the week of the event, say 6 days or less before, they won't get any of the coaching emails. A good practice is to have the coaching email information on a page on your site so you can send a "week of" email to all newly registered participants. Some of your coaching tips might not be applicable since the event date would be so close but I would take what is relevant or doable and send that in a specific email. Even better, add this type of content to your "thank you for registering" autoresponder six days prior to the event date. This will automate and expedite your coaching tips.

Hope this helps.

Kent

Convio Community Manager

I believe you are actually referring to the Followup Autoresponders there, not Coaching Emails. You set follow-up intervals at 3. Select Event options > c. Define Misc Options. You define the content in the 10. Manage Autoresponders section. (The site options only sets the defaults for these. You can override those defaults on each TR.)

Coaching Emails are adhoc emails that your event administrator sends. Those can be scheduled, but are based on a specific date, and not XX days since registering the way the follow-ups are. You set the coaching emails by MANAGING the TeamRaiser, not editing it. Coaching Emails have their own tab.

We put things like 'Time to send another Ask' or 'Have you updated your personal page?' in the automatic follow-ups. (After 7 days do this. After 20 days do that.) The coaching emails are more personal, and usually have some content like 'Only 20 days left, here's some last minute tips' or 'New fundraising incentive prizes added.'

Regards, Brian

PS - For us, the follow-ups are basically standard across the board, and we set those up as reusable pages. Coaching Emails are where the event admin can express themselves and put a personal face on the event.

Brian Mucha

Brian Mucha:

I believe you are actually referring to the Followup Autoresponders there, not Coaching Emails. You set follow-up intervals at 3. Select Event options > c. Define Misc Options. You define the content in the 10. Manage Autoresponders section. (The site options only sets the defaults for these. You can override those defaults on each TR.)

Coaching Emails are adhoc emails that your event administrator sends. Those can be scheduled, but are based on a specific date, and not XX days since registering the way the follow-ups are. You set the coaching emails by MANAGING the TeamRaiser, not editing it. Coaching Emails have their own tab.

We put things like 'Time to send another Ask' or 'Have you updated your personal page?' in the automatic follow-ups. (After 7 days do this. After 20 days do that.) The coaching emails are more personal, and usually have some content like 'Only 20 days left, here's some last minute tips' or 'New fundraising incentive prizes added.'

Regards, Brian

PS - For us, the follow-ups are basically standard across the board, and we set those up as reusable pages. Coaching Emails are where the event admin can express themselves and put a personal face on the event.

So to answer the original question, I believe that a new registrant will get the follow-ups if there is enough time between registering and the event. However, they will not get coaching emails that have already been sent.

Regards, Brian

Kent Gilliam

Kent Gilliam:

Liz,

TR coaching email send times are set in your site options. By default they are 7, 14, 28 and 42 days after someone registers for an event. You can also set the a specific day of the week and a specific time of the day for each coaching email to go out. For instance, you can set it so everyone who registered 8 to 13 days prior to today can all get the 7th day coaching email tomorrow.

To answer your question, everyone will get each email if they register far enough in advance of the event because each email goes out based on the event registration date. So if someone signs up the week of the event, say 6 days or less before, they won't get any of the coaching emails. A good practice is to have the coaching email information on a page on your site so you can send a "week of" email to all newly registered participants. Some of your coaching tips might not be applicable since the event date would be so close but I would take what is relevant or doable and send that in a specific email. Even better, add this type of content to your "thank you for registering" autoresponder six days prior to the event date. This will automate and expedite your coaching tips.

Hope this helps.

Kent

Convio Community Manager

Sorry for any confusion Liz. The clients I work with as a consultant at Convio use the follow-up emails as "coaching emails" instead of simple event communication. Most don't even use the coaching emails element simply because it is easier to manage, report and YoY compare when you develop communication in the actual email tool.

If you were sending out coaching emails through the regular email tool I know that you can always keep the same dyanamic rebuilding target groups and simply resend a message. Because Convio emails by default won't send the same email sent multiple times to one record more than once, you can easily resend a previously sent "coaching email" and it will filter out everyone who has already received that message and only target those who have signed up since the last time you sent it.

From a personalization standpoint you can create custom content through any email tool. I have just always found it easier to manage event communication in one organized spot as a dedicated email campaign. This makes it very easy to compare email metrics for current events with past events and other types of event communication.

So depending on your desired functionality you can go with either a coaching email configuration or the follow-up. If you want to make sure everyone automatically receives communication then I recommend the follow-ups. If you want to be more granular with defined segmentation then I would recommend the "coaching emails" functionality or just the regular "email campaigns" tool.

Brian Mucha

Kent Gilliam:

Sorry for any confusion Liz. The clients I work with as a consultant at Convio use the follow-up emails as "coaching emails" instead of simple event communication. Most don't even use the coaching emails element simply because it is easier to manage, report and YoY compare when you develop communication in the actual email tool.

If you were sending out coaching emails through the regular email tool I know that you can always keep the same dyanamic rebuilding target groups and simply resend a message. Because Convio emails by default won't send the same email sent multiple times to one record more than once, you can easily resend a previously sent "coaching email" and it will filter out everyone who has already received that message and only target those who have signed up since the last time you sent it.

From a personalization standpoint you can create custom content through any email tool. I have just always found it easier to manage event communication in one organized spot as a dedicated email campaign. This makes it very easy to compare email metrics for current events with past events and other types of event communication.

So depending on your desired functionality you can go with either a coaching email configuration or the follow-up. If you want to make sure everyone automatically receives communication then I recommend the follow-ups. If you want to be more granular with defined segmentation then I would recommend the "coaching emails" functionality or just the regular "email campaigns" tool.

 I have just always found it easier to manage event communication in one
 organized spot as a dedicated email campaign. 

I agree, the follow-ups are easier to control. You can only manage them by editing the TR, so the event admin probably won't have access to them. Communications gets to slave over every word, because you plan them ahead of time. The coaching emails are pretty much like having the admins send emails from their Outllook account, but with a nice matching stationary. No approval workflow or anything. Freedom versus oversight.

Also, you can't set up an email to go out XX days before your event using the follow-ups. They are only keyed by XX days after a person registers. Everyone will get follow-ups at different points, depending on when they register. A normally scheduled email, whether in coaching or a normal email campaign, will go out on THIS day for every participant regardless of when they registered.

We use both, because they address different needs.

Regards, Brian

Casey Flinn

Liz, et al,

One thing I have seen recently is that within the admin defined content section (or withing the pagewrapper) some clients are makign links to things like:

- fundraising guides

- fundraising tools

- event news

I know that this requires users to be logged into their participant center but it might be a good place to post a news archive for those that register after the initial emails have gone out.

Thanks,

Casey Flinn

Convio Product Management

Michele Vantrepote

Brian Mucha:

I believe you are actually referring to the Followup Autoresponders there, not Coaching Emails. You set follow-up intervals at 3. Select Event options > c. Define Misc Options. You define the content in the 10. Manage Autoresponders section. (The site options only sets the defaults for these. You can override those defaults on each TR.)

Coaching Emails are adhoc emails that your event administrator sends. Those can be scheduled, but are based on a specific date, and not XX days since registering the way the follow-ups are. You set the coaching emails by MANAGING the TeamRaiser, not editing it. Coaching Emails have their own tab.

We put things like 'Time to send another Ask' or 'Have you updated your personal page?' in the automatic follow-ups. (After 7 days do this. After 20 days do that.) The coaching emails are more personal, and usually have some content like 'Only 20 days left, here's some last minute tips' or 'New fundraising incentive prizes added.'

Regards, Brian

PS - For us, the follow-ups are basically standard across the board, and we set those up as reusable pages. Coaching Emails are where the event admin can express themselves and put a personal face on the event.

Is it still possible to set follow-up intervals? Because I don't see "c. Define Misc Options"

 

"You set follow-up intervals at 3. Select Event options > c. Define Misc Options."