Understanding the Automated Email Streams

Understanding the Automated Email Streams

Email Streams

There are three automated email streams within your 360MatchPro account portal. When a donation record enters into 360MatchPro, that donation record will flow into one of the three email streams. The three email streams are the following: 
  1. Match eligible: the donor has identified that they are match eligible
  2. Unknown Company: The donor hasn't identified where they work and often use a personal email address
  3. Ineligible: The donor has selected a company likely not matching gift eligible as based on our database. 
 

Automated email process: How do donations flow into each email stream? 

Step 1: Donor makes a donation. 
  1. If you have Double the Donation integrated with your donation form, they have the opportunity to search for their company and see if a matching gift program is available. 
    1. 84% of donors say they’re more likely to donate if a match is offered.
    2. 1 in 3 donors indicated they’d give a larger gift if matching is applied to their donation. 

Step 2: Donation flows into 360MatchPro and is categorized as either Match Eligible, Unknown Company, or Ineligible.  
  1. If the donor selected a company with a matching gifts program on the donation form, OR if the donor gave using a work email address that matches a matching company in our database, they are Match Eligible. 
  2. If the donor did not select a company and gave using a personal email address, their donation will be in the Unknown Company status.
  3. If a donor selected a company that does not have a matching gifts program, they are Ineligible. 

Step 3: Donor receives an automated, personalized email based on their status.  
  1. Match Eligible donors are prompted to submit their employer match request with a link to the exact portal where they can log in to submit the request form. 
  2. Unknown Company donors are prompted to search for their company on your dedicated matching gifts page.
    1. Employing multiple approaches to identify match-eligible donors results in 77% more identified match-eligible donations.

Why use automated emails?
  1. Sending matching gift reminder emails within 24 hours of a donation results in a 53% open rate, which is 2-3 times higher than the average nonprofit email open rate.
    1. This is a more effective & efficient way to reach out to raise your donors’ awareness of matching gifts programs than following up manually. 
    2. Leveraging the automation of 360MatchPro can double or triple an organization’s matching gift revenue over time. View this article to learn more.


Email Configuration

For each email in any stream, you have the ability to do the following: 
  1. Enable/Disable Emails
  2. Change the sending time of the emails
  3. Change the subject line 
  4. Customize the body text of the emails

Enable/Disable Emails

You have the ability to enable and disable emails by clicking on the toggle button on the top of each email. 


Sending Time of Emails

You have the ability to change the sending time of any email. The sending time is always based on when the donation record enters 360MatchPro. 



Subject Line

You can edit the subject line of the email by changing the wording. Remember to click the Save button for any changes you make to apply.


Customize email body text

You can edit the text in the body of any email. Make sure to keep the dynamic variables in the brackets within the templates as you edit so that the emails have the proper data and links within the messages. Remember to click the Save button for any changes you make to apply.

Additional Email Sending Functionality

  1. The email is scheduled at X time when the donation is made. This time cannot be changed after the fact. For example, if the setting says send the first Eligible stream email 1 hour after the donation is entered, then changing that value to 2 hours will not change the time - it will still be sent 1 hour after the donation.
  2. The text of the body is generated at the time of delivery, so changes can be made until the email is actually sent out.
  3. The stream can be turned on or off before the time of delivery. At time of delivery, if the stream is off, then the email will not be sent.

Match Eligible

There are up to 3 emails that can be sent to Match Eligible donors, which are the following:
  1. Initial email
  2. Follow up email
  3. Final email
The default timing of the match eligible email stream is: 
  1. Initial emails: 0 hours 
  2. Follow up emails: 72 hours
  3. Final emails: 720 hours 


We recommend enabling AT LEAST 2 out of 3 emails in the Match Eligible stream.

In a study of 360MatchPro clients, Double the Donation found that activating the second email in the Match Eligible stream resulted in a 48% increase in matches initiated by donors.


Match Eligible emails overview

Many donors are excited to learn that their employer has a matching gift program. You can let them know how easy it is to submit a matching gift request and how much more good a matching gift can do for your organization. View the example below:


Then, the 360MatchPro email will provide donors a link directly to their employer's online matching gift portal based on the matching gift information from our database. 


When the donor clicks on the "Click Here" button next to "Step 1: Click here to start the matching gift submission process!," they are taken to the employer's online portal where they can quickly submit their matching gift request. 



When the donor clicks on the second "Click here" button next to "Step 2: Click here to submit my matching gift request," they are directed to a default thank you page. 


If you'd like to change this default thank you page, you can redirect donors to a thank you page on your organization's site. 

Finally, if a donor isn't eligible for a matching gift, they can report this to your organization by clicking the red link within the email that says "My donation is not eligible for a matching gift": 



If the donor clicks on the red link identifying that they are ineligible for a match, their donation status updates to Ineligible and they will be placed on the blacklist for 180 days and won't receive emails within that time period.

Donors in the match eligible email stream will get one of the two possible versions of the emails: 
  1. Forms Available: if their company has a matching gift/volunteer grant program that has an online form
  2. No Form: if their company has a matching gift/volunteer grant program with no online form (often has a PDF or no form available within our database)

Form Available

If there is an online form available for that company with a matching gift request or volunteer grant program, the donor will receive an overview of the matching gift/volunteer grant program that includes:
  1. Matching gift online form
  2. Matching gift guidelines
  3. Minimum and Maximum that is matched
  4. Match Ratio
  5. Type of employee that is eligible to submit a matching gift request
  6. Type of nonprofit organization that is eligible to receive a matching gift 
  7. Information about the submission process
  8. Volunteer grant information, if applicable 


No Form Available

If there is no online form available for that company with a matching gift request or volunteer grant program, the donor will receive an overview of the matching gift/volunteer grant program that includes:
  1. Matching gift PDF form (when available)
  2. Matching gift guidelines
  3. Minimum and Maximum that is matched
  4. Match Ratio
  5. Type of employee that is eligible to submit a matching gift request
  6. Type of nonprofit organization that is eligible to receive a matching gift 
  7. Information about the submission process
  8. Volunteer grant information, if applicable 

If a donor gives and searches for a matching gift company in our database with no matching gift form and indicates they submitted their match, then we have an auto-generated page that will ask the donor to share a copy of their form or guidelines with us so we can update our database.


Unknown Company

There are up to 2 emails that can be sent to Unknown Company/Unknown Eligibility donors, which are the following:
  1. Initial email
  2. Follow up email
 The default sending time of the Unknown Company/Unknown Eligibility email stream is: 
  1. Initial email: 0 hours 
  2. Follow up email: 192 hours
We recommend enabling AT LEAST 1 out of 2 emails in the Unknown Company stream.

In a study of 360MatchPro clients, Double the Donation found that activating the second email in the Unknown Company stream resulted in at least a 40% increase in matches initiated by donors.

Unknown Company emails overview

The unknown company email stream is for donors that have not identified where they work. Within this email, you will direct donors to your matching gift page so they can use Double the Donation's matching gift search tool to instantly find out if their employer has a matching gift program or volunteer grant program. 


The email then directs donors to check to see if their company will match their donation. By default, 360MatchPro directs donors to the hosted matching gift page on Double the Donation's website. 




When the donor clicks on the first "Click Here" button next to "Step 1: Check if my company will match my donation!" it will direct the donor to a matching gift page. When your account is set up before a matching gifts page from your own website is added, donors are taken to a hosted default page like the one below. 
Please note: This hosted matching gift page cannot be edited. 


We recommend creating a dedicated matching gift page on your website to direct donors to that page instead. View this article to learn more about creating a dedicated matching gifts page. Below is an example of a dedicated matching gifts page: 



When the donor clicks on the second "Click here" button next to "Step 2: Click here to submit my matching gift request," their status changes to "Match Submitted" within 360MatchPro and they are directed to a default thank you page.



If you'd like to change this default thank you page, you can redirect donors to a thank you page on your organization's site. 

Finally, if a donor isn't eligible for a matching gift, they can report this to your organization by clicking the red link within the email that says "My donation is not eligible for a matching gift": 



If the donor clicks on the red link identifying that they are ineligible for a match, their donation status updates to Ineligible and they will be placed on the blacklist for 180 days and won't receive emails within that time period.

Ineligible 

We don't recommend enabling the Ineligible email, and most of our clients do not use it, but we leave this decision up to your organization's discretion.
There is up to 1 email that can be sent to Ineligible donors.
The default sending time for the Ineligible email is: 
  1. Initial email: 0 hours 

Ineligible email overview

Even though a donor may be likely ineligible, you can choose to reach out and ask if their spouse's employer might match their donation. 



Then the email directs donors to check to see if their company will match their donation by going to your matching gift page. Unless you've added a matching gifts page from your organization's website into the settings, 360MatchPro will direct the donors to the default matching gift page hosted on Double the Donation's website. 



When the donor clicks on the first "Click Here" button next to "Step 1: Check if my company will match my donation!" it will direct the donor to a matching gift page. When your account is set up before a matching gifts page from your own website is added, donors are taken to a hosted default page like the one below. 
Please note: This hosted matching gift page cannot be edited. 


We recommend creating a dedicated matching gift page on your website to direct donors to that page instead. View this article to learn more about creating a dedicated matching gifts page. Below is an example of a dedicated matching gifts page: 



When the donor clicks on the second "Click here" button next to "Step 2: Click here to submit my matching gift request," their status changes to "Match Submitted" within 360MatchPro and they are directed to a default thank you page.


If you'd like to change this default thank you page, you can redirect donors to a thank you page on your organization's own website. 

Finally, if a donor isn't eligible for a matching gift, they can report this to your organization by clicking the red link within the email that says "My donation is not eligible for a matching gift": 



If the donor clicks on the red link identifying that they are ineligible for a match, their donation status updates to Ineligible and they will be placed on the blacklist for 180 days and won't receive emails within that time period.

Training Video: Automated Outreach




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