Auto Emails
Last updated
Last updated
Auto Emails are automated messages sent to donors and administrators based on specific triggers within your sponsorship programs. These emails help maintain communication and keep all parties informed about important updates and actions.
To navigate to "Auto Emails" click on "Programs" under "Options" on the main menu and click on the "Auto Emails" Tab.
The Auto Emails page shows you a list of auto email sets in your HelpYouSponsor Account. To create a new Auto Email Set, click on the "Create Auto Email Set" button in the top right corner.
This will open up a drawer with a form to create the the email set.
The form requires two fields;
Email Set Name
From Email Address: This is the email address from which emails will be sent.
The Auto email sets come with default auto emails that are sent to either donors or administrators based on the trigger.
The auto emails sent to donors include;
New Donor Signup: Sent when a new donor signups in HelpYouSponsor.
Notify Donor of Account Setup: Sent to a donor when an admin sets up an account for them.
Notify Sponsor of message from Recipient: Sent when a message is sent to a donor in message manager.
Notify Sponsor of Profile Update: Sent when a donor's profile is edited or updated.
Donor Payment Reminder: Sent to a donor when a payment date is upcoming.
Donor Payment Receipt: Sent to a donor when a donation payment is successful.
Donor Payment Failed: Sent to a donor when their donation payment fails.
Donor Year End Statement: Sent to a donor when they receive their Year End Statement.
The auto emails sent to administrators include;
Notify Admin of New Sponsorship: Sent to an admin when a donor sponsors a new child or recipient.
Notify Admin of Message from Sponsor: Sent to an admin when a donor messages a recipient they sponsor.
Notify Admin of Failed Payment: Sent to an admin when the subscription payment for HelpYouSponsor fails.
From the list of auto emails, you can see that each auto email has a tag next to it showing its status.
An auto email can have one of three statuses
Completed: This means that the auto email set has been fully setup with all short codes used.
Warning: This means there are some short codes that have not been used but this won't stop the auto email from being sent.
Email Disabled: This means that the auto email will not be sent out even when the action or trigger happens.
We will talk about short codes in the section for customising auto emails.
After creating an auto email set, you would wish to customise the messages sent out to your donors or administrators when the respective triggers happen.
To customise an auto email set, click in the auto email set's name under the "Manage auto emails" column.
This opens up a dialog showing the details of the auto email.
The dialog has for sections that include;
Subject.
This is what will be the title of the sent out email.
Message.
This is what will be the body of the sent out email.
Disable Email.
Checking this checkbox will disable the email and it will not be sent out when when it is triggered.
Recipient Short Codes.
These short codes are generated when creating a recipient profile program form. The recipient short codes shown in auto emails are the recipient fields in the program form that is attached to the same program as this auto email set. To know more about attaching auto emails sets click here.
The recipient short codes help you to personalise the message with the recipients data.
For example in the image above, we use the short code "en_child_name" to personalise the message with the child's or recipient's name. The child's name will be replaced with the real name by our system when sending out the email.
Donor Short Code.
These short codes are generated when creating a donor profile program form. The donor short codes shown in auto emails are the donor fields in the program form that is attached to the same program as this auto email set.
Additional Short Codes.
These shorts vary depending on the kind of auto email you are personalising. They are provided by HelpYouSponsor.
NOTE: Always use the short codes that are provided. Using any other kind of short code will prevent the auto email from being saved.
After customising your auto email, you can test it by clicking the "Test Email" button. This will send the auto email to the email set in the account settings.
