Send Coaching Email

Delivery setup starts by selecting the target audience type, reviewing the details of the coaching email configuration, and selecting delivery options.

You can select participants, donors, or event-specific TeamRaiser groups as your Select Groups to Receive the Coaching Email.

Note: If you have the appropriate permissions, you can create and add the groups to display in this Delivery Groups List.

From the Delivery Details page, you'll either send your email to the delivery queue for immediate delivery, or schedule the date and time to begin sending it from the delivery queue.

Tip: Although you can set the specific time of day, the delivery of the coaching email from the email delivery queue may actually occur later than the time you set if there are other jobs in front of it, or your site has an agreement to release large email jobs at certain times of the day to avoid disturbing normal daytime activities or causing system performance issues,

You can send coaching email to:

  • Currently registered participants who are already registered. Ensure your coaching email reaches its intended target audience using registration, gift, email, and team, and company filters.

  • Previous event participants who have not yet registered for this event. If the Returning Teams option is enabled, you can target members of a team who were on a team previously that has not returned or specifically the captain of a team

  • Donors who have already given a gift to this event or who gave in a previous event.

  • Specific groups that were created for this TeamRaiser event automatically (like Event Managers) or that were added to the TeamRaiser event groups earlier

Note: You can exclude recipients who are in a selected audience by using the Do Not Email audience on the Review Delivery Details page. See To exclude recipients from receiving this coaching email

Note: Coaching Email messages are stored in the Message List in Draft status until they are approved for delivery. You can Edit, Copy, Delete, Preview, and Archive your message when it's in Draft status.

From the Coaching Email Details page, you can continue to select delivery options, including selecting to:

  • Schedule a future date and time to send the email from the email delivery queue if not immediately. Although you may have set a tentative schedule while building the email, you can change that schedule here.

  • Send carbon copies of the message to secondary email addresses contained in the recipient records

  • Exclude specific sets of people within the target audience by placing them on a Do Not Email List for the message

After selecting the options, you can calculate the number of recipients of this email.

For each set of recipients in the target audience, the number of total recipients in the set displays along with the number of recipients whose primary email addresses are usable as determined by subtracting the addresses that are marked as Do Not Email or Hard Bounce problems in their constituent records. Any of these sets of recipients that may fluctuate because they will be rebuilt when delivery starts from the delivery queue are indicated as well.

The number of recipients from the recipients sets that were selected to specifically be opted out displays in a Do Not Mail Groups section on the page.

This information is summed up in the Audience Calculations section. The actual usable audience number is the total of primary email addresses from the people who are not in the Do Not Email groups or other filters applied. If the system finds an email address listed more than one time, it removes those overlaps to prevent the person from receiving the message more than one time (unless they have supplied a secondary email address and the carbon copies option is enabled for the message).

After examining the information, you can go back to a filter or option to modify it if the numbers need some adjustment (like too many people are filtered out).

Once you are sure that the correct filters have been applied to send this email to the appropriate target recipients, you can click the appropriate button to place this email message in the delivery queue for distribution now or later at the scheduled time.

After the coaching email is in the queue, the message displays in the Delivery List as well as the Message List.

You cannot edit a message to make changes unless you return it to the draft status in the Message List using the Return to Draft action.

Tip: You do not need to edit the message to change the audience or filters if you simply need to resend the message to catch any new people who meet the audience filtering criteria. The Resend action available in the Delivery List automatically filters out anyone who has already been sent the email.

From the Message List, you can preview the content of the message, copy the message, or store it in the archives to make your list shorter (if the Show Archived Coaching Email Messages checkbox is not enabled). You can also delete a message to remove it completely from the database.

Note: You cannot recover a deleted message.

From the Delivery List, for messages in the Sent status, you can:

  • Review the delivery information to:

    • Determine when the message was sent, the number of recipients that received the delivery as well as the number of delivery failures, the number of recipients who opened it, who clicked the actionable link in it, and so on

    • Run the Delivery Recipient Report (from the Related Actions) to determine the names and email addresses to which this message was delivered and to add the recipients to a new or existing group.

  • Resend the message to anyone who may not have gotten it the last time it was sent (for example, participants who have registered since the last-sent date, donors who have made another donation, a newly uploaded group, and so on)

  • Archive the delivery statistics to make the list shorter (if the Show Archived Deliveries checkbox is not enabled)

  • Restore an archived delivery (if the Show Archived Deliveries checkbox is enabled) to review statistics

For messages in the Partially Configured or Not Sent status, you can Begin Delivery configuration to set up, or edit, your audience, filters, delivery options, and schedule as well as archive the delivery at this point to remove it from the list.

From the Report List tab, you can choose from several different reports to run to get statistical details about a specific message or summary information about different messages. You can also monitor and fix invalid email addresses from a Hard Bounce Report and resend the email to intended recipients if Soft Bounce issues occurred.

  1. To display the Delivery List page:

  2. From the top of an Admin page, click Fundraising > TeamRaiser.

  3. On the TeamRaisers list page, click Manage from the Actions column of the appropriate TeamRaiser event.

  4. From the Find Participant page, click the Coaching Email tab.

  5. On the Message List page, click the Delivery List tab.

  6. On the Delivery List page, click Review from the Actions column of the message.

  1. To display the Message List page:

    1. From the top of an Admin page, click Fundraising > TeamRaiser.

    2. On the TeamRaisers list page, click Manage from the Actions column of the appropriate TeamRaiser event.

    3. From the Find Participant page, click the Coaching Email tab.

  2. On the Message List page, click Resend from the Actions column of the message.

  3. On the Review Coaching Email Details page, click Calculate Audience.

  4. On the Audience Calculation page, click the Calculate Audience button.

  5. On the Coaching Email Details page, verify that the potential audience number is correct. (Note that the Filters area in the Audience Calculation section displays the number of potential targets who are being Filtered Out because they have already received this message.)

  6. To schedule the resend for a specific date and time instead of immediately, click the Schedule link and set the date and/or time.

  7. Click Resend to place this message in the delivery queue.

You can manage the size of the coaching email Messages List by:

  • Archiving an email message to remove it from view

  • Removing an email message that has never been sent

If you need an archived message, you can restore it to place it in the original status it was in when it was archived, such as Approved (never sent).

You can also manage the size of the Delivery list by archiving past deliveries and partially configured deliveries that were abandoned. You can restore a delivery of a sent message to review its delivery statistics (such as the number of recipients who opened it or clicked the actionable link it contained) or resend it to the target audience members who may not have been in the target audience as the time it was sent.