This article explains the manual outreach functionality and how you can send manual emails to your donors. This is available for Double the Donation Matching.
As each donation record flows into the matching module, each donation record will be initially placed in the Automated outreach. The purpose of the automated outreach is to identify match eligible donors and present those donors with matching gift forms and guidelines for their employer, so they can easily start the matching gift submission process. After the automated emails have run their course, which is dependent on the sending time that you have set, but most automated emails will stop 30 days later after a donation record flows into the matching module, you can send manual emails to your donors as a follow-up.
Navigate to "Manual Outreach" on the left-hand side toolbar to make edits to the manual email templates.
There are 8 manual email templates based on the communication you'd like to send to donors. The 8 email templates are the following:
1. Thank a donor for indicating they submitted their match. Let them know you're waiting on the next steps and/or the matching donation from their employer.
2. Let a donor know that you've received the matching gift funds.
3. Let a donor know that you verified their gift and that you're waiting on their employer to send the matching gift funds.
4. Thank a donor even though their gift likely can't be matched and propose alternate ways to get their company involved.
5. Let a donor know that their employer will likely match their gifts, and ask them to submit the match.
6. Email a donor and ask them to see if their employer will match their gift.
7. Email a donor and ask them to see if their employer will match their gift before your Fiscal Year ends.
8. Email a donor to encourage them to submit their match before your Fiscal Year ends.
How to send a manual email to a donor or multiple donors?
To efficiently follow up with donors, you can send a manual email to a donor or multiple donors at once. This is particularly useful when you'd like to manually follow up after the automated emails have run their course.
1. Filter/Sort Donation Records
Within the matching module, go to the "Donations" tab and filter to sort the correct donors you want to follow up with.
To contact the maximum amount of donors at once, expand the total number of entries shown on the page. the matching module can show up to 250 entries on one page. Scroll to the bottom of the page under the donations table to select the number shown.
2. Select the record of the donor or click "Select All", then Bulk Send
Once you've filtered the donation records you'd like to email, select the record of a donor or click "Select all" and then "Bulk Send Email."
3. Choose the Correct Email Template
Now, all of the donation records on that page will be highlighted in blue and a new window will appear. Within the new window, select the email template (either one of the six default templates or a custom template you created). At the bottom of the email, you'll see the amount of donors that will receive this email. The matching module will continue to honor the email blocklist & and sending limits set within your account.
4. Sending the Manual Email
To see how the email will look, click the "Preview" button and the window will expand to show you what the donor will see. When you're satisfied with the email wording, click "Send."
Please note: to make changes to the wording of an email, go to the "Manual Outreach" section. Learn more about configuring the manual email templates by viewing this article.
Wait a few moments for the emails to be sent. You can refresh your page and in the Email column, you'll be able to see the email that has been sent. Click on the email icon to view the email.