Getting Started: Manual Outreach Overview

Getting Started: Manual Outreach Overview

Manual Outreach

As each donation record flows into 360MatchPro, each donation record will be initially be 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 its course, which is dependent on the sending time that you have set (most automated emails will stop 30 days later after a donation record flows into 360MatchPro), you have the ability to use the manual outreach. 

You can send manual emails to donors directly; you can send an email to one donor or multiple donors at the same time. 

There are two types of manual outreach templates:
1. Default Templates - You can edit the templated manual emails for 8 scenarios you'll face when communicating with donors. 
2. Custom Templates - You can also create your own template to send to donors in bulk.



Default Templates

You have the ability to edit these email templates and send a matching gift email manually to one specific donor or multiple donors at a time. We've created 6 scenarios where you can follow up with donors after they've received automated emails. 

Navigate to Manual Outreach --> Default Templates -> Edit the default templates. 

View the 8 email templates below: 

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 alternative 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.




Custom Templates 

You can create your own email template and send this email template to one specific donor, or multiple donors at a time. 

Navigate to Manual Outreach --> Custom Templates -> Click Create a New Template. 




Email Template Variables


Our default email templates have been set up with standard wording, so you can send manual emails to donors right away. However, you can use email template variables in the body of the emails if you’d like to be more specific within emails. Insert the variable within the body of the email in order for the description to occur. 




Customizing Emails

Navigate to Manual Outreach within your 360MatchPro account and you have the ability to customize the default email templates and the custom email templates. Make sure to save your changes by clicking the Save Email Template button for any edits to apply. 



FAQs:

Q: Does the manual outreach honor email sending limits and the email blocklist?
A: Yes! If you attempt to send a manual email to a donor that has exceeded an email sending limit and/or is on the email blocklist, the email will not send. The manual email will appear as an orange icon under the Emails column. If you scroll over the icon, a description will be provided to explain why the email was not sent.  In the image below, the manual email was not sent because the donor had exceeded an email sending limit:



Training Video: Understanding the Manual Outreach




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