Create Coaching Email

Tip: Coaching email uses the same resources (e.g., Stationery, Image Library, Page Wrappers, etc.,) as campaign email. Reusing layouts, images, and css saves you time and maintains consistency.

Note: Create or update you stationery and images before starting email creation. Within the email creation process, stationery and images can be added but not created or edited.

  1. From Open Coaching Email, select Create a new message.

    Tip: Copy an existing coaching email instead of creating a new one if your settings will be similar. Select Copy from the Action column in the Message List.

  2. Enter Message Information and select Next.

    • Message Name, Description, and Type help your organization manage (e.g., search, filter, query, report) your emails .Email recipients never see these.

    • Entering a Tentative Schedule Date adds the message to your Email Calendar which can help collaborating staff communicate and stay informed of changes and priorities.

      Note: Adding a Tentative Schedule Date does not schedule email delivery. The email will not be sent until it has been approved and scheduled as explained in the steps below.

    • Existing Advocacy Action Alerts can be added.

  3. Enter Envelope details and select Next.

    Note: If Multiple Locale Support is enabled then you may customize some fields such as subject and message body for each locale. Select each locale option for each applicable field to set customizations. When no customization is set, the primary locale text will be used.

    Tip: Select Personalization Option in the Message Subject places the recipient's name in the subject line. Select first, last, or first and last name, and enter an alternative. Names are taken from your constituent records. If the constituent record for the recipient does not contain the name, the alternative is used. For example, the subject line might appear as "Thank you Mark!" or "Thank you friend!" Leaving the alternative empty results in "Thank you Mark!" or "Thank you !"

  4. Select a Stationery. The Preview button is now available at the bottom of the screen. Select Next.

  5. Enter HTML content using the Content Editor or the HTML editor, then select Next.

    Tip: To toggle between the editors, select Use Plain Text Editor or the Use WYSIWYG Editor icon Use WYSIWYG Editor icon in the top, right of the editor.

    Note: HTML content includes images, links, and other features more complicated than text. Email clients, the applications your audience uses to manage and read email, as well as the browser in which the email client is used, can display HTML elements differently regardless of your formatting. Sizing of responsive elements, fonts, special characters and more may appear differently than intended. It is important to test your message with a variety of devices, screen sizes, browsers, and light modes to ensure your message displays as expected.

  6. Select Convert to Plain Text or enter a plain text version of the message. Select Next.

    Note: Convert to Plain Text keeps the text from the HTML version of the message but strips out all specialty tags and components like images and buttons.

  7. Select Run Spam Report.

    Note: Running the Spam Check lets you the likelihood of your message being detected as Spam and may help reduce that risk.

  8. Enter reviewer email addresses separated by commas. Select Send Tests and then Next.

    Tip: Reviewers should view the message in multiple screen sizes, browsers, and email clients (e.g., Gmail, Outlook, Safari, etc.,); as well as in light and dark modes.

  9. When you are satisfied with your message, select Approve and Finish.

Note: Email sends require approval and scheduling. Continue to Send Coaching Email to send the email immediately or schedule later.