Automatic email follow ups

For a Follow Up Stage an automatic email can be sent to the volunteer or organisation on the stage due date.

To manage your Follow Up Stages go to Settings > Follow Up Stages. Your existing Follow Up Stages will be listed, if you do not currently have any Follow Up Stages recorded click Add Stage.

Activating the automatic email

To activate the automatic email either click Add Stage to add a new stage or click on an existing stage to edit.

A modal will then be displayed where the Stage title can be entered.

To activate the automatic email select the Send an Automatic Email checkbox.

A new section will then appear in order to prepare your email.

Recipient

Select the Recipient who should receive the email. There are two options, either Organisation or the Volunteer associated with the enquiry.

If you select Organisation the organisation associated with the opportunity for the enquiry will receive the email. The recipient will either be the organisation email address or the referral contact depending on the option select for the opportunity.

Time

From the time picker select the Time when the email should be sent. The automatic email will be sent on a daily basis at the time you select for Follow Up Stages which are due.

Subject

Enter a Subject for the message.

Message

In the Message field compose the message you would like to send. Depending on the Recipient you select the message can be personalised with a range of different Email Tags.

For a Recipient of Organisation the following Email Tags are available:

[opportunity]	The title of the opportunity associated with the enquiry.
[first_name]	The first name of the volunteer associated with the enquiry.
[last_name]	The last name of the volunteer associated with the enquiry.
[telephone]	The telephone number of the volunteer associated with the enquiry.
[email]	The email address of the volunteer associated with the enquiry.

For a Recipient of Volunteer the following Email Tags are available:

[opportunity]	The title of the opportunity associated with the enquiry.
[organisation]	The name of the organisation associated with the opportunity.
[first_name]	The first name of the volunteer associated with the enquiry.
[last_name]	The last name of the volunteer associated with the enquiry.

Mark stage as completed when delivered

If you would like the Follow Up Stage for the enquiry to be automatically marked as completed when the email is delivered to the recipient select the Mark stage as completed when delivered checkbox.

When this option is selected the Follow Up Stage for the enquiry will be marked as complete and be recorded in the activity history for the enquiry. The Follow Up Stage will only be marked as complete if the email has been successfully delivered to the recipients mail server. Should the email bounce the email will be marked in red in the activity history.

Once you have completed preparing your message click Save.