Messaging Overview
The Messaging module provides administrators with the tools for creating, sending and managing email messages via CommunityPass. It allows administrators to quickly and efficiently communicate with registered users and members. It is a powerful and easy-to-use way to quickly generate and send targeted email messages and newsletters.
Creating a New Message
Create messages in a familiar, simple to use editor tool. Personalize, format, and preview your message prior to distributing to your program registrants.
Email Type: You will be prompted to choose the Email Type in order to determine which adults in the recipient families should included as recipients for your message.
- Alert/Reminder - Select this option to send important information about field closures, class cancellations, room changes, etc. Note: you can only select recipients that are currently registered to a program within an active season (i.e. the season end date has not passed). The email addresses for the primary contact of the family will automatically be included. Emails for other adults in the family will be included if they have opted in to receive "Alerts/Reminders". These messages may additionally include a text message.
- General Communications - Select this option to send promotional material or non-critical information about upcoming events. You can select recipients from both active and expired seasons. The email addresses for the primary contact of the family and other adults will be included if they have opted in to receive "General Communications" email types.
Recipients: Click into the “To:” field to build your recipient list based on registration information.
- Select the program(s) registrants you to receive the email.
- Click on the "+" button next to the activity name to display a list of seasons within the activity.
- Click on the "+" button next the season name to display a list of programs within the season.
- To select registrants for the entire season, check the box next to the season name.
- Otherwise, check the box(es) next to the names of the programs you want to select
- Click on the box(es) next to the registration status (registered, wait-listed, withdrawn) to indicate which should be included.
- Click Next to set any additional filters, which will be applied to the individual that registered for the selected programs. Options include Grade, School, Class, Age, Gender, and Zip Code.
To additionally include internal staff members, click into the “CC:” field. Then select the individual Administrators and Instructors to be added to the CC Recipient list so they will also receive a copy of this message.
Email Addresses and Alias: The system will automatically populate the From Alias, Reply-to-Email, and Reply-To-Alias with the values defined in your Organization Settings. To override the default value, highlight the name and then type in a new one.
Subject Line: Type in a subject line as you would like it displayed on the email message.
Attachments: Click "Attach New +" or "Use Existing +" to choose a new or previously used attachment and add it to the message.
Send as Text Msg?: For Alert/Reminders, check this box if you would also like this message to send as a text message.
Text Message: To send a text notification along with your alert emails, enter the Text Message in the field. The text message may be up to 160 characters. Texts will be sent only to individuals who have opted into receive them.
Email Content:
- Body Text – To begin writing your message, click on the large white box towards the middle of the screen. Type your message or "copy and paste plain text" a message previously written from Word directly into the box. Please be sure to not include the following characters in your message: < > { } & as these characters are reserved for system use.
- Formatting – Format your message using the editor tool bar above the message section. Most common formatting features are available such as font size, font color, font family, bolding, italicizing, bulleting, numbering, indenting, etc.
- Personalization – You have the option to personalize your message with the recipient's email address, family name, first name, last name, or user name. Follow the instructions next to the "Personalization" section to utilize this feature. Note that when an administrator receives a copy of an email that includes personalization, the administrator's version will not include personalized values.
Preview: To preview the email on screen without sending it, click on the "Preview" button at the top of the screen. The email will be displayed in "preview" mode.
Save Draft: To save your email without sending it so it can be edited or sent at a later date, click on the "Save Draft" button at the top of the screen. The email message will be added to your list of Draft Messages
Continue: To send the email immediately or select scheduling options, click on the "Continue" in order to can choose your delivery options as to when you would like the message to be sent.
Confirm Message and set Delivery Options
Review your message details including the email message and recipient counts. If also sending a text, review the text message and text recipient counts. Note that the recipient counts will only include family members, not administrators.
Immediate Delivery - To send the email message immediately, click on the radio button next to "Send now" button. The email will be added to the Scheduled Messages list.
Future Delivery - To schedule a date/time for future delivery, click on the radio button next to "Schedule for Later." You will then be able to enter the desired delivery date/time. You are also able to check the box next to "Rebuild Recipient List before Sending" if you would like the message to do so. The email will be added to the Scheduled Messages list.
Once the email is successfully delivered, the message will be moved from the Scheduled Messages list and added to your Sent Messages list. If the email failed, the message will be moved from Scheduled Messages to Failed Messages.