Service & Quality are Everything

RETURN TO MAIN MENU | PRINT

Mass Email Tool

Using the Mass Email Tool

Once you open the Mass Email Tool (which you'll find under the "System Utilities & Reports" section of the Welcome menu), you'll find a variety of options for defining what clients should receive the mass email.  Below those configuration options, you'll find a form that allows you to compose the email itself using an on-screen what-you-see-is-what-you-get editor.  As with all control panels, be sure to hover over the blue question marks within the control panel in order to find suggestions and more information about each configuration option.

Emails sent through the Mass Email Tool always provide opt-out instructions to clients and are logged.  The log is available by selecting "View Mass Email Log" at the top of the Mass Email Tool.


Configuration Options

At the top of the Mass Email Tool, you'll find several options for defining the group of clients who will receive your email. 

Clients can opt-out of (or in to) receiving mass emails by editing their profile via the Update Profile & Email Options link in their Welcome menu. Administrators can opt clients out of receiving mass emails by editing the client's profile in Client and Record Management and changing the MASS EMAIL OPT-OUT option to "Do not send mass emails to this client." Administrators cannot opt a client into receiving such emails.  Note, too, that clients whose accounts have been manually deactivated either by editing the account's profile in Client and Record Management to set the DEACTIVATE ACCOUNT? option to "Yes" or via the "Mass Deactivate Accounts" tool at the top of Client and Record Management will also not receive mass emails.

Mass Email Configuration Options


SEND THE MESSAGE TO: This option lets you define who will receive the email.  Specifically, you can send the email to:

  • ALL REGISTERED CLIENTS: This will send the message to every client who has registered for an account on your system and who is listed in Client & Record Management.  
  • ALL FULL AND BASIC ADMINISTRATORS: This will send the message to every full and basic administrator on your system.  You can see (and manage) administrators by choosing "Manage Administrative Access" at the top of Staff and Resource Management.
  • ONLY YOU (AT [EMAIL]): This will send the message just to your email address (as displayed within the option).  This is useful if you want to test how an email will look once received within your email program.

Additionally, you can send the email to specific groups of clients based on their activity on a specific schedule.  Note that only schedules that have an AVAILABILITY of "Available to Everyone" or "Available to Administrators Only" (as set in Schedule Management) will appear in this list.  

  • ANYONE WHO HAS SCHEDULED AN APPOINTMENT ON THE [SCHEDULE NAME] SCHEDULE: This will send the message to every client who has an appointment (in the future, for the current day, or in the past) on the selected schedule.
  • ANYONE WITH AN APPOINTMENT TODAY OR IN THE FUTURE ON THE [SCHEDULE NAME] SCHEDULE: This will send the message to every client who has an appointment on the current day or on a future day on the selected schedule.
  • ANYONE WITH AN APPOINTMENT TODAY ON THE [SCHEDULE NAME] SCHEDULE: This will send the message to every client who has an appointment on the current day on the selected schedule.
  • ANYONE WHO IS ON TODAY'S WAITING LIST ON THE [SCHEDULE NAME] SCHEDULE: This will send the message to every client who has joined the waiting list for the current day on the selected schedule (as enabled via the USE WAITING LIST option in Schedule Management).

With the exception of the 'administrators' and 'only you' options, the recipient list can be further limited to clients who have made specific selections from drop-down questions on your registration form (as set in Form Setup: Registrations).  For example, if you ask clients their "Standing" on the Registration Form, and have that question set to be answered via a drop-down that provides the choices of "Freshman" and "Sophomore," then the Mass Email Tool will display STANDING with the options:

  • DO NOT LIMIT BASED ON THIS QUESTION: This will send the message to every client as defined by the SEND THE MESSAGE TO: choice.
  • ONLY SEND TO: FRESHMAN: This will send the message to all clients who have answered your "Standing" registration form question with "Freshman" within the group of clients defined by the SEND THE MESSAGE TO: choice.
  • ONLY SEND TO: SOPHOMORE: This will send the message to all clients who have answered your "Standing" registration form question with "Sophomore" within the group of clients defined by the SEND THE MESSAGE TO: choice.


Select Specific Clients in the Mass Email ToolOPTIONAL: MANUALLY SELECT RECIPIENTS: If you would like to send a mass email to a group of clients that can't be defined within the SEND THE MESSAGE TO: choice, then select this link to manually select which clients should receive your mass email.  Once presented with a list of clients, select the client or clients who should receive your message.  To select more than one client, hold down CTRL on a PC or COMMAND on a Macintosh while making your selections. Only those clients who have active accounts and who have not opted out of receiving mass emails will appear in the list below.


Composing and Sending a Mass Email

Once you've defined who will receive your mass email, you'll use the options in the composing area to prepare and send the mass email and then will send the email by selecting the "Send Mass Email" button.  Note that, depending on how many clients the message is being sent to, it may take a couple of minutes for the message to be sent and for the screen to refresh with a "success" message.  Only select the "Send Mass Email" button once.  Finally, note that messages are sent immediately but, depending on internet traffic, your email provider, and your own email program, may take from a few seconds to ten minutes to arrive in inboxes.

All emails sent through the Mass Email Tool will automatically include information about unsubscribing from future messages and will be copied to the CENTER EMAIL ADDRESS as set in Global System Settings.

This e-mail was sent through the WCONLINE® scheduling and recordkeeping system. To opt out from receiving these types of messages in the future, log in to https://[YOUR SITE'S WCONLINE URL} and then select 'Update Profile & Email Options' from the welcome menu.


MESSAGE SUBJECT: This is the email subject as displayed in the outgoing email's "subject" field.


MESSAGE BODY: This is the body of the message.  You can use the what-you-see-is-what-you-get editor to format your message (or you can compose the message in a word processor and then copy it into the editor, which will retain most formatting).  The editor also allows you to include images in the outgoing messages.  In order to help prevent messages from being caught by spam filters, we recommend including text that describes the purpose of the message (rather than only sending an image, for example).


Mass Email Tool

SECTION 1: Using the Mass Email Tool

SECTION 2: Mass Emails: FAQ (Images, Trouble with Receipt, and More)

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.