Templates are essential for communicating with members effectively. Below is a guide on how to compose, edit, and manage templates. ### **Two Ways to Find Templates** 1. **Via More Menu**: - Navigate to the top menu and click **More**, then select **Templates**. 2. **Via Admin Panel**: - Go to **Admin** and look for the **Communications Management** box located in the bottom left corner. - Click the first link in the box labeled **Message Templates**. --- ### **How to Compose a Template** #### **General Guidelines** - All text is stored in HTML format. Use an HTML editor for optimal formatting. - We recommend **Blue Griffon**, a free HTML editor available at [www.bluegriffon.org](http://www.bluegriffon.org/). - Avoid pasting directly from Microsoft Word to prevent formatting issues. --- ### **Template Features and Buttons** 1. **Select Template for Edit**: - Use the dropdown menu to select an existing template for editing. 2. **Template Properties**: - **Template ID**: A unique identifier for each template. - **Template Type**: - **Email/Correspondence**: General emails (e.g., updates, thank-you notes). - **Reminder**: For membership renewals, class sign-ups, etc. - **Internal Messaging**: Messages sent within the system to other members. - **Template Category**: - **General**: Regular communication to members or non-members. - **Giving/Member**: Member renewals or donation-related messages. - **Reminder**: Notifications for classes or events. - **Receivables**: Messages related to member accounts. 3. **Other Key Fields**: - **Template Key**: A unique name for the template. - **Name**: The user-defined template name. - **Subject**: The email title. - **Description**: Brief details about the email's purpose. 4. **Formatting Options**: - **Page Size**: Options include Letter, Legal, A4, and Executive. - **Page Orientation**: Portrait or Landscape. - **Margins**: Customize top, bottom, left, and right margins. 5. **Email Options**: - **Return Address**: The sender's email address. - **CC Address**: Include additional recipients. - **Attachments**: Add up to 4 attachments, including PDFs or images. 6. **Data Fields**: - Choose from predefined **Field Groups** (e.g., Address, Class, Member) to personalize templates. - Use tags like `~{regFullName}` to insert dynamic content. - Selecting a Data Field will display the correct tag for you to then paste into your template. 1. **Buttons**: - **+Add to Upload List**: Attach files to the email. - **Delete**: Remove the template. - **Preview PDF**: View the template as a PDF. - **Create New**: Start a new template from scratch. - **Save**: Save changes or create a new template. --- ### **How to Use Templates** #### **Composing an Email** 1. Select a template from the **Select Template for Edit** dropdown. 2. Customize the content using field groups and data fields. - Example: Use the **Registrant Full Name** field key `~{regFullName}` to dynamically include the recipient's name. 3. Attach files if needed by clicking **+Add to Upload List**. 4. Save your template using the **Save** button. #### **Sending Emails** 1. Navigate to the **Research/List Builder** tab. 2. Select individuals or groups, then click **Send Letter**. 3. Choose a template and preview it in PDF format. 4. Click **Email** to send the message. 5. Use **Test Mode** to send a test email to yourself or others. #### **Acknowledgements for Donations and Memberships** 1. Go to the **Giving** tab on a person's account and click **Write** next to a donation or membership. 2. Choose a template, add field keys, and customize the message. 3. Click **Email** to send or **Save to History** to archive the message. --- ### **Internal Emails** To manage internal communication: 1. Go to **More > Admin**. 2. Under the **Communications Management** box, click **Message Scheduling**. 3. Use the scheduling tool to set up internal messages. --- ### **Suggested Templates** - Member and Donor Acknowledgements - Account Balance Reminders - Payment Schedule Reminders - Membership Expiration/Renewal Notices - Lapsed Donor Outreach - Registration Confirmations - Special Event Announcements