End of Year Outreach Automation Stream

End-of-Year Email Stream

Match-Eligible

Identification in Progress

Sending Parameters

Sending emails in either End-of-Year email stream

Email Blocklist for End-of-Year Email Streams

Training Video: End-of-Year Email Stream

Overview of the End-of-Year Email Stream

The End-of-Year email stream in the Automated Outreach section allows you to remind donors in December to submit their matching gift requests before the end of the year. This is a great last-minute reminder for your donors.

Available Email Streams:

1. Match-Eligible Stream

2. Identification in Progress Stream

These email streams can be customized and scheduled to be sent in December.

Match-Eligible Email Stream

This email stream is sent to donors who meet the following criteria:

1. Match-Eligible Donors: These donors have indicated they work for a company that offers a matching gift program (donors in the "Waiting for Donor" status).

2. Unsubmitted Matching Gift Request: Donors who have not yet submitted their matching gift request.

3. Donation Timeline: The donation must have been made between January 1st and November 30th of the current year.

Identification in Progress Email Stream

This email stream targets donors with the following criteria:

1. Eligibility in Progress: Donors whose eligibility for matching gifts is still in progress.

2. Donation Amount: Donors who have made at least one donation of $100 or more.

Sending Parameters

The End-of-Year email stream honors the following conditions:

• Email Blocklist: Donors on the blocklist will not receive emails. For more on managing the blocklist, refer to this article.

• Email-Sending Limits: The stream respects any email-sending limits set in the matching module. For more details, check this article on sending limits.

• Company Exclusions: If certain companies are excluded from your organization, donors working for those companies will not receive the emails. For more on company exclusions, view this article.

Sending Limits:

• If a donor is associated with multiple donations (e.g., recurring donations), only one end-of-year email will be sent to that donor.

Scheduling Your End-of-Year Emails

To schedule the Match-Eligible and Identification in Progress email streams:

1. Enable the Email Streams: Click the toggle button for each stream to move it from "Disabled" to "Enabled."

   
   
   

2. Choose a Send Date: Select the date in December when you'd like the emails to be sent.

   • Note: Any dates before the current day are disabled.

     

3. Edit and Save Email Templates: Customize the wording of the email templates. Click Save Email Template for your changes to take effect.

   

4. Review Qualified Donors: You can track and review donors who qualify for each stream:

   • Match-Eligible Email Stream – End-of-Year

   • Identification in Progress Email Stream – End-of-Year

   Each list will show:

   • Donor Name

   • Email Address

   • Company (for Match-Eligible Stream only)

   • Donation Amount (for Identification in Progress Stream only)

   • Matching Gift Stage

   • Email History

   

    

   

    

Email Send Time

Emails will be sent between 7:00 AM and 10:00 AM EST on the date you specify.

Email Blocklist for End-of-Year Email Streams

At the bottom of the End-of-Year page, you’ll find the Email Blocklist for End-of-Year Email Streams section. This allows you to manually or bulk-manage donors who should not receive these emails.

How to Manage the Blocklist:

1. Add Donors to the Blocklist:

   • Use “Add Entries” to manually block individual donors.

   • Use “Bulk Add/Remove” to block donors in bulk via a CSV upload.

2. Remove Donors from the Blocklist:

   • Use the “Delete” or “Bulk Add/Remove” options to remove donors.

   • Once removed, the donor will be reinstated on the qualified list if they meet the eligibility criteria.