Creating emails for Qualifying campaigns**needs reviewing**
Table of Contents
Overview - This document is intended to help you draft an email that you will use in your qualifying campaign. As you make calls, people will often ask for additional information over email. It’s important to have the email ready to go so you can send it off while they are still thinking about your call. - Instructions below are used for both sending to active callers you have reached and for sending to those you don’t reach while qualifying.
Resources
CYPRESSNAS > Circulation > Qualifier > Email Template for Qualifying Campaigns
Mailchimp - www.mailchimp.com
Password: Crittenden123$
Username: info@crittendenconferences.com
Password: Crittenden123$
General Overview
Create a copy of the Email Template in the NAS Drive.
Work with the marketing/sales/editorial teams to add the information to the template
Use various teams to double check emails before sending.
Ensure all logos and links are working properly
Send an email to yourself on webmail and see how it looks!
Once it looks good, forward email throughout the campaign, removing all the forwarding info in the email, and changing the name in the body of the email to reflect the recipient.
Alternative - Using Mailchimp
Single Emails
Find the Email Template file in the NAS Drive (see Resources)
Make a copy of the file and rename it under the current campaign. Save the file in the appropriate conference folder in CYPRESSNAS > Conferences
Ask the marketing/sales/editorial team what promotional content they have sent out on the event. Ensure that you have all the information that sets this conference apart.
Specific content of the email may come from management or these teams. Use suggested content accordingly in your email.
Go through the email template and fill in each respective section, adding logos and links as needed.
Review with another team (and with the team that manages the respective audience of the campaign) to ensure it looks good and is on brand with the campaign audience.
Check and troubleshoot links to make sure they are taking the recipient of the email to the proper place on the respective websites.
When setting up in mailchimp you can preview the email before sending it.
Log into webmail and send the email to yourself.
Verify a second time that all links and verbiage look correct and work.
For each new person who needs an email, forward on the email and remove any of the added text showing that it is a forwarded email. Change the contact name in the body of the message, and send it off!
Remove the [FW or RE] from the email.
Change names referenced in the email.
Using Mailchimp (Mass emailing)
Duplicate an existing Mailchimp Campaign
Open mailchimp. - Select Campaigns [All Campaigns]
Ask the respective team associated with the qualifying what emails may have been already sent.
Search under [Find a campaign by name or type]
Locate the campaign email that will be best utilized as a template.
Clicking on the campaign title will take you directly to email.
Once you locate the campaign you plan to use, click on the arrow down and choose replicate.
Edit Recipients by clicking on [Edit Recipients] and selecting the segment or tag, - When sending to a specific set of emails you will only want to choose; [Group or New Segment] then [Paste Emails]
Paste the emails of the individuals that will be sent the email. [Include these emails in my segment] - then click on [Build Segment]
You will be notified of unsubscribed and failed emails. Failed emails are likely not in the audience and will need to be added to the audience before they can be emailed via mailchimp.
Edit the From field - update this to be the email of the department we are qualifying for. - Email should be one that can accept replies.
Edit the Subject field
Keep it simple and concise.
Edit the email via the Content section
Since we have replicated and existing email, all we need to do is edit the content being displayed. Make sure it does not contain names or information that is particular to one person. This email is intended for a mass group of people.
Other Details
Instructions to be used when needing to send an email during qualifying and for sending in mass for qualifying calls accordingly.
A person may request an email during the call, if so, use the Single email instructions.
The mailchimp mass instructions are best used for contacts we failed to reach during qualifying and we are sending them an email afterwards or that same day.
Updated 3/25/2022 by Tyler Hill
Updated 4/11/2022 by Randal Johnson
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