Email Marketing Contacts - Email List Management
How to create email lists and manage recipients (also known as subscribers or contacts)
What is the Contacts Page for?The Contacts Page in the Email Marketing Module is used to manage all of your email lists and the contacts on those lists. Contacts are the constituents who will receive the emails sent to those lists. All of the contacts shown in the contacts page are also constituents in the d…How do I create an email list?You can create email lists from the Actions menu from the main grids like the Constituent, Events, Gifts and Membership grid. You can also import an Excel or CSV file that includes the First Name, Last Name and Email address fields. Note that if you import a list, it will create…How can I manage my email lists?The Contacts Page in the Email Marketing Module is used to manage all of your email lists and the contacts on those lists. Contacts (also known as "subscribers" or "recipients") are the constituents who will receive the emails sent to those lists. All of the contacts shown in th…What are Email Lists and List Categories?An email list is a group of constituents you wish to send email communications to. This list can include constituents with specific attributes, like everyone who is attending an event or new members, or it can include all constituents in your database with an email address. Emai…Can I use the same email list for surveys and email marketing campaigns?Yes, you can send targeted messages and surveys to recipients on an email list without having to create duplicate lists for email marketing or surveys. You can access these lists from within each module area in the software. Any changes made to a list will be reflected in both t…How do I add new email recipients, contacts, or subscribers?A recipient, also known as a contact or subscriber, is a constituent assigned to one or more of your email lists. Note that anyone subscribed to your email lists is a constituent in your database and counts towards your total number of constituents. You can add email recipients…Does someone who subscribes to my email list become a constituent?Yes, if someone subscribes or if you upload an email list, those subscribers become constituents in your database and count towards your total number of constituents.How do I unsubscribe someone from a list?There are several ways to remove a constituent from a list. They can be removed from a single list, all lists, or unsubscribed from all emails. To remove a constituent from one particular list or all lists, you can go to their profile page and click on the small "x" next to each…How do I unsubscribe a recipient from all email communication?If you need to remove a constituent from all lists AND mark their record as Unsubscribed so that they will not receive any future email marketing communications and cannot be added to any email lists, then go to the Contacts Page and click on ALL RECIPIENTS. From the grid, searc…I am importing a new list into Email Marketing; do I have to take care of duplicates before importing?By default, AssociationSphere looks for existing constituents in the database, matching by email address. If an exact match is found, no duplicate will be created. If you have existing constituents in the database that do not have an email address, a new constituent will be crea…If I import an email list, do they all become constituents in the database?Any new emails imported into the database will become new constituents and count towards your total number of constituents. The software will attempt to identify existing constituents via email and will not create duplicates if that email address already is assigned to an existi…What file formats are supported to upload email contacts?Acceptable file formats are .XLS, .XLSX, .ODS, .CSV. Max file size 10MB.Can I import recipients from my email account?In order to import an email list, you must first export the list from your email account into an .XLS, .XLSX, .ODS, or .CSV. file. Once you file has been exported, you can import the file from the Contacts Page in the Email Marketing Module. Note that only First Name, Last Name…Can I import recipients from other CRM packages such as Microsoft Dynamics, Outlook or SalesForce.com?We don’t directly import from such packages. However, you can export your contacts to an .XLS, .XLSX, .ODS, or .CSV. file (Max file size 10MB) and import the file into the software via the Contacts Page in the Email Marketing Module. Note that only the name and email address are…Can I combine multiple lists into one list?Yes, you can combine multiple lists into one list by clicking on +List and selecting from existing list. A new window will open to allow you to name the new list under List Name, assign it to a list Category, and select two or more lists to combine into one list. The list will a…How can I create or edit my email list categories?Each email list is saved to a specific list category. Email list categories are like "areas of interest" and allow you to group email lists into categories. You can set the category when you create a new list or when you edit an existing list. This category will be what your rec…Can I export email lists out of AssociationSphere?Yes. You can export to an Excel file from the Actions menu from most grids. The Excel file will be generated from the columns and rows showing on the grid when you export and automatically download to the default file location on your computer. If you are having trouble with the…What is a “hard bounce?”When an email message is considered permanently undeliverable, this is labeled a “hard bounce.” Emails become undeliverable when the receiving address is invalid. In this case, the email client (e.g., Gmail, Hotmail, Yahoo, Outlook, etc.) will not try to redeliver the message ag…Can I fix a constituent's hard bounce or unsubscribe email status?If a constituent inadvertently unsubscribed from your emails or if you find an email address or spelling error that caused a hard bounce status, you can update the information on the constituent's profile page. Unsubscribe You should only clear an unsubscribe status if you have…What might cause an email to “soft bounce?”Even if you do everything right, sometimes an email will not go through to its intended recipient. This is called a “soft bounce.” In many cases, the email client (e.g., Gmail, AOL, Yahoo, etc.) will try to redeliver the message several times over a period of hours or days and w…I no longer wish to use a list, can I disable it?Yes, you can make a list inactive without deleting it. To disable a list, select a list under “All Lists” on the Contacts Page in the Email Marketing Module. Click on the edithyperlink at the bottom of the list. When the popup window opens, uncheck the Active button and click Sa…Can I delete an email list?You can only delete an email list if it has never been used for an email marketing campaign, emailed survey campaign, or is part of an automated subscription to an email list on a membership, event, donation, or survey page. To determine if the list in question has been used in…Why don’t I see a “Delete” link on some of the lists?The delete link is automatically disabled by the software if the list has been previously used to send an email or survey campaign or if the list is used to auto subscribe a constituent after a transaction on an event, donation, membership or survey page. If you need to delete a…Why can't I delete an Email List?You cannot delete an email list that was used in an email marketing or survey campaign or one that is part of an automatic subscription on an event, membership, donation or survey page. To determine if the list in question has been used in an email marketing campaign or survey g…How do I edit the Email List Name or Category?To edit the name or category of a particular email list, go to the Contacts page in Email Marketing Module and select the list that you would like to change. The list will be expanded and you will see a hyperlink in the bottom right corner that says “Edit”. Click on the “Edit” h…How do I see recipients that are unsubscribed?To see the records that are unsubscribed, please go to Email Marketing Contacts and then click on the All Recipients button. On the grid on the right side, there are columns called Unsubscribed and Reason. If you filter the Unsubscribed column to true, that will show you all ema…What is a Join My Mailing List (JMML) widget?A Join My Mailing List (JMML) widget creates a box that you can embed into your website that allows website visitor to subscribe to one or more of your email list categories. To create the widget, go to WorkspaceEmail MarketingContacts. Select JMML WIDGET. - Under the Fields tab…How do I invite people to subscribe to my email lists?You have two options for subscribing donors to your mailing lists. One is by using the unique URL link created in the Email Marketing Module on the Contacts Page and the other is generating a Join My Mailing List (JMML) widget. To get your URL link, go to WorkspaceEmail Marketin…Can a member unsubscribe from a list?A member (or any constituent) can unsubscribe from all future emails by clicking the unsubscribe link at the bottom of your email marketing messages. A constituent can also manage their own subscriptions via the Constituent Portal. The constituent would log into their portal acc…How do I manage my email list subscription options?Email List Categories Subscription options are managed using Email List Categories. Email List Categories are like areas of interest and allow you to group email lists together under a common list category. Constituents will see the Email List Categories as their subscription op…If someone is unsubscribed from all email marketing, can I still send a direct email?Yes. The unsubscribe link only applies to email marketing, surveys sent via email campaigns, auto reminders, and auto responders. Constituents who make transactions, like purchasing event tickets or making a donation, will still receive their email confirmation, although it is m…If someone unsubscribes from emails, will they still receive transaction receipts or reminders?They will still receive confirmation emails for any transactions like event registrations, memberships, donations, survey submissions, or donations. However, they will not receive automatic email messages for things like event or membership auto reminders, automated actions mess…