Composing Emails

To compose an email,

Go to the Emails & Texts pane
Click the "+ Compose" button in the upper right corner
Choose "Compose Email" from the drop-down menu
To compose your own email, choose the "Blank email" template. Otherwise, you can choose from one of our preconfigured templates:
Fill out the following fields

To

By default, the recipients will be all volunteers in your database. Each volunteer will get their own copy of the email, and will not be able to see or reply to other volunteers who also received the email.

You can choose to limit the recipients by deleting "All volunteers" and:

Choosing to email volunteers in one or more opportunity
Choosing to email the volunteers in one or more groups, if your subscription uses groups
Typing the name of specific volunteers in the database
Adding a new volunteer

Related schedule (optional)

If you want to include additional information about a specific schedule, you can select that schedule here. Doing so will give you additional tokens (see below) to use in the body of your email:

Scheduled Positions
Schedule Title
Schedule Link
Organizer Name

If an email has a related schedule, you can also optionally choose to email only the volunteers who are assigned in this schedule, or only the volunteers who are not assigned in this schedule.

Subject

Let your volunteers know what the email is about.

Body

The body will contain all of the content of your email. You can use the formatting bar along the top of the email body window to further stylize the text, including bold, italics, hyperlinks, and font size.

Using tokens

Tokens are used to represent information that changes depending on the volunteer being emailed.

Tokens are always enclosed in curly brackets when used in an email. For example, the text {{FirstName}} will be replaced by the first name of the volunteer being emailed.

Some tokens are only available if a related schedule is specified.

To access the list of tokens to include, click on the token icon to the right of the email body:

Adding Attachments

In paid editions, click the File icon and select the file to attach. All attachments will show up as downloadable files at the bottom of your email when sent.

Save as Draft

To save an email to continue working on later, click the "Save as draft" button in the lower left corner.

Previewing Emails

To see what your email will look like to volunteers, click the "Preview" button. A list of recipients will appear on the right. Clicking on the name of a volunteer will fill in the tokens with information relevant to that volunteer.

If you still need to make changes, choose "Back" to continue editing the message until you are ready to send it.

Sending Emails

Once you like the way your message looks, preview the email and then click "Send to # volunteers" to send those individuals the email shown in the preview.

Once sent, any reply to an email will be sent to the profile email for the admin who sent it.