Sending Bulk Communications

This article outlines how to generate a list of email or postal addresses for Clients and/or Staff, for the purpose of sending bulk communications. 

Audience: Staff who are tasked with sending bulk communications to either Clients or Staff


Prerequisites

Staff will only be able to generate a list of email or postal addresses for those Client records, or Staff Accounts they already have access to, via the Sites and Services they have listed in their Staff Account, or via higher-level access Privileges at the Site/Service level or global Security.

The 'Edit Client Records Across ALL Services' Security Privilege provides access to all Client Records across the organisation, and both the Clients' email and postal addresses in the csv download files.

The 'Human Resources for ALL Staff' Security Privilege provides access to all Staff Accounts across the organisation, and both Staff email addresses and postal addresses in the csv download files.

The 'Team Leader for ALL Services' Security Privilege provides access to all Staff Accounts across the organisation, however only access to Staff email addresses, and not postal addresses, in the csv download files.


Summary

The following summarises the process for generating a list of email or postal addresses for bulk communications with either Clients or Staff:

Clients

  • Perform a Client Search to generate a list of Clients who match your search criteria, then either:
    • Use the 'Email all Clients in this List' button to pre-populate the email addresses of those Clients listed in the Search results, in a new email within your default email program.
    • Select one of the 'Download List' options from the Actions menu, to download a csv file containing the email and/or postal addresses of those Clients in the Search results list, which can be imported into a bulk email program such as MailChimp, or linked to a label producing program such as Microsoft Word. 

Staff

  • Perform a Staff Accounts Search to generate a list of Staff who match your search criteria, then either:
    • Select the 'Email all Staff Members in this List' option from the Actions menu to pre-populate the email addresses of those Staff listed in the Search results, in a new email within your default email program.
    • Select the 'Download Staff Records' option from the Actions menu to download a csv file containing the email and postal addresses of those Staff in the Search results list, which can be imported into a bulk email program such as MailChimp, or linked to a label producing program such as Microsoft Word. 

For more detailed information, click on the links below.


Selecting the appropriate method for bulk emailing

The number of Clients or Staff contained in the Search results, will determine which method is the most appropriate for sending a bulk email communication.

Clients

The 'Email all Clients in this List' functionality is capped at 20 Clients, after which a warning message will display.  The warning advises that when you have too many Clients in the list you run a grave risk of having your company's domain name (and its email) blacklisted by internet security servers because loading up the BCC field can be interpreted as spamming. 

It is however still possible to proceed using this method, however should your organisation need to send emails to large numbers of Clients, we recommend downloading a csv file and importing the data into a bulk email service such as MailChimp or another application. The Client data export includes email address information, so that it can be easily imported.

Staff

The 'Email all Staff Members in this List' functionality has a higher cap of 100 Staff and also displays a warning message once the cap has been exceeded. However it is not possible to continue using this method for Staff once the capped number has been exceeded.  The warning message advises "the email was blocked because the list contains XXX Staff records with an email address which exceeds the SupportAbility email limit of 100 Staff".

In this instance we recommend using a bulk email service like MailChimp, or another suitable bulk email application.  The Staff data export includes email addresses, so that it can be easily imported into your favourite bulk email application e.g. MailChimp or another.

Return to Summary


Client Communications

Client Search

N.B. The Client Search is responsive to the access privileges the user performing the search has been granted in their Staff Account. This means that the list results generated by the Search are restricted to the Client information which the user has access to. The information a Staff member will be able to see in the Results list for those Client records they do not have access to, will be limited to name, age, and gender only. This limited information is visible to assist with avoiding the creation of duplicate Client records.

To perform a Client Search, select  Clients from the Dashboard menu:   

Enter your Client search criteria or if you wish to generate a list of all Clients within your organisation, then leave all search criteria boxes empty. 

Select the  Search button to populate the relevant data and generate a Client list: 

Once the list has generated, you can now choose one of the bulk mail options depending on your mail list size, or source postal addresses for producing labels.

Return to Summary


'Email all Clients in this List'

N.B. This option is best utilised when emailing smaller sized groups, ideally 20 or less, but no more than 100.

Once the search results have been generated select the ' Email all Clients in this list' button located at the bottom of the search results:

This will automatically open your email program (such as Microsoft Outlook, Gmail etc), create a new email and pre-populate all of the Clients' email addresses in the Bcc field.

NB: It's important that the Client email addresses remain in the Bcc field and not the 'To' or 'Cc' fields so that they are hidden from other recipients, thus preserving everyone's privacy.

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'Download Lists' 

N.B. The Download List options are best utilised when emailing larger sized groups (i.e. over 100) or when postal addresses are required.

Once the Client Search results have been generated select the relevant option from the  Actions dropdown menu:

  • Download Client List (without contacts) - this file contains Clients' email and postal addresses 
  • Download Client List (with contacts) - this file contains both Clients' and their Contacts' email and postal addresses
  • Download Mailing Label Data for Client List (without contacts) - this file contains Client's postal addresses only
  • Download Mailing Label Data for Client List (with contacts) - this file contains both Clients' and their Contacts' postal addresses only
  • Download Billing Mailing Label Data for Client List - this file contains the email and postal addresses for those people who have been selected as the Billing Contact on the 'Contacts' tab of Client records (either the Client or one of their Contacts)

This will generate a csv file export containing information from the 'Client Details' and 'Contacts' tabs of a Client Record, depending on the option you selected.  

The file is accessed via your computer's Downloads folder, and the data can be manipulated within the csv file as required:

  • for extracting the email addresses for use in a bulk email service e.g. MailChimp
  • for linking to a program that produces labels e.g. Microsoft Word 

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Staff Communications

Staff Search

N.B. The Staff Account Search is responsive to the access privileges the user performing the search has been granted in their Staff Account. 

This means that :

  • only Staff members with either the 'Edit User Accounts' privilege or the 'Human Resources For ALL Staff' privilege are able to access and generate a Staff Account Search 
  • Staff with the 'Human Resources For ALL Staff' privilege have more filter options available in the Staff Account Search, than Staff with the 'Edit User Accounts' privilege. 

To perform a Staff Search, select  Staff Accounts from the Dashboard menu:   

Next enter the relevant search criteria, or if you wish to generate a list of all Staff within your organisation, then leave all search criteria fields empty. 

Staff with the 'Edit User Accounts' privilege have the following search criteria available:

Staff with the 'Human Resources For ALL Staff' privilege have the following search criteria available:

Select the  Search button to populate the relevant data and generate a Staff list. 

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'Email all Staff Members in this List'

N.B. This option can only be utilised for group numbers of 100 or less.

Once the search results have been generated select ' Email all Staff Members in this list' from the Actions menu:

The 'Email Staff Members' window will open displaying a message citing the number of Staff in the list, and asking if you wish to proceed:

Selecting the 'Email Staff in List' button will direct you to your usual email program (e.g. Outlook, Gmail) with the Staff email addresses listed in the relevant Staff Accounts, pre-populated in the Bcc address section of the email:

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'Download Staff Records' 

N.B. This option should be used for emailing larger sized groups over 100, or sourcing Staff postal addresses for bulk communications.

Once the Staff Search results have been generated select the ' Download Staff Records' option from the Actions dropdown menu:

This will generate a csv file export containing information from the 'User Details' and 'Human Resources' tabs of a Staff Account, including email and postal addresses.  

This file is accessed via your computer's Downloads folder, and the data can be manipulated within the csv file as required:

  • for extracting the email addresses for use in a bulk email service e.g. MailChimp
  • for linking to a program that produces labels e.g. Microsoft Word 

Return to Summary


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