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Communication Tools

 

Overview

Communicating with your members is key to success. In order to facilitate this, Uplifter offers you tools and features that make your lives easier by making communication faster and easier. Communication with your members and participants can be done in three main ways: emailing, news posts, and notes. 

Each element can be found at a unique location and may require specific permissions in order to access the features/tools. Please see each section for more information on the location and required permissions.

Here is an overview video on Uplifter's club communication tools, including the powerful yet easy-to-use email tool. While the following recording utilizes a slightly different display than what you will see in your admin site, the functionality of the features you will encounter remains.

FAQs

Can I Opt Members into My Emailing Lists?

No. Due to the Canadian Anti-Spam Laws, site admins cannot force users to opt into messaging lists. However, members can always do so themselves, as noted here.

How Do I Create A Custom Sending List?

The best option is through Permission Groups. If you need to send out emails to a unique list of recipients that you cannot otherwise filter for, you can add them to a Permission Group, then use that group as your filter option.

 

Email Tool

The email tool is the most flexible and powerful method of communicating with your members. This tool allows you to send emails to your club/organization contacts within your Uplifter site. In order to do so, you will first want to set up an email account for sending, then filter and send your email. Finally, you can use the email manager to review the emails you've sent.

The Email Tool is found by navigating to Communication > Emails. In order to access the Email Tool, you will need the following permissions: Admin, Email Manager. Additional permissions may include: View Coach Only Member Details, Member Manager.

 

Setup an Email Account for Sending Emails

  1. Navigate to Settings > Global Settings > Email Addresses
  2. Select Add Email Address
  3. Enter your desired address information
  4. Select Accept Accept-L.gif
  5. Select Save All

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Learn More

Before you can send emails to your Uplifter contacts you will first need to connect an email account to your system. This is done via Settings > Global Settings > Email Addresses. By selecting to Add Email Address you can enter in your address and select the desired settings for it. You can add as many emails as you would like and adjust their settings individually. More information on this can be found in our article Settings - Email Address section.

Email From Name: The name that will be associated with this email by most email clients. This will add authenticity to your outbound communications. ex. "ABC President", "XYZ Accounting".
Reply-ToEmail Address: The email address in which you wish to receive all replies. This is where you should enter your standard email address. ex. "president@abcclub.com", "accounting@xyzclub.com".
Sending Email Address: The email address in which your site will send from. This will default to no-reply@{yourclub}.uplifterinc.com, as a drop-down selection, until updated. If you own your own domain with custom domain-based emails you can find steps to update the sending address in our article How to Setup and Verify a Custom Sending Domain.
Contact UsForm Description: If you enable the permission "Receives Contact Us" (see description below), you must also set a Contact Us Form Description. This is what members will see, as the Subject drop-down option when viewing the Contact Us page. ex. "Registrations Inquiries", "Invoice Inquiries"

 

The 6 Email Permissions

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Can Send: Enable this permission to allow the email in question to send emails via the Uplifter system. By doing so, the email address will become an option to select from, during the email creation process.
Receives Contact Us: Enable this permission to set this email address to receive 'contact us' inquiries. If you set this to be enabled you must also set a Contact Us Form Description. 
Receives Copy Of Invoices: Enable this permission to set this email address to receive a copy of any processed invoices within the system.
Receives System Notifications: Enable this permission to set this email address to receive a copy of any system notifications such as payment summaries, overdue invoices, etc.
Receives Signup Notifications: Enable this permission to set this email address to receive system notifications regarding program registrations. Which programs send notifications can be toggled on a program by program basis. Note that Checkout Notifications (under Settings > Global Settings > Notifications & Messages) must be enabled before this icon appears.
Default From Address: Enable this permission to set this email to be the default 'from' address, when creating outbound emails through Uplifter. Only one address may have this permission enabled at a time.

Please note, once you have added an email address you will need to access said email account to 'accept' the invitation that has been sent to you. Once you have, your email will be listed with a Verified icon next to it. At that time, you are ready to send emails through Uplifter.

 

Creating an Email & Filtering The Recipients (Standard)

  1. Navigate to Communication > Emails
  2. Select Add-L.gif New Email

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The standard method for creating an email is via the email tool itself. To do so, navigate to Communication > Emails. Here you will have the option of composing a new email by selecting Add-L.gif New Email from the toolbar. This will bring you to the recipient filter page to do the following:

  1. Apply filters
  2. Select Proceed

Upon landing on the recipient page, the system will default to include all of your member's emails available on your site. By using the filters on the left-hand side, you can reduce the listing to only members you wish to communicate with. These filters are exclusive, meaning a member/participant must meet all the filters you are applying. As such, you can place the words "but only in" in between the filters you are applying to give you a better sense of who you are filtering for. 

e.x. "I only want to email members who have participants in my 'Winter 2019 season' but only in 'My Competition Category' but only in 'My Saturday Morning Program'". This example is redundant, as you could simply apply the program level filter to accomplish the same thing, but should offer a bit more clarity as to how the system thinks.

Once you are happy with the list of recipients, select Proceed to begin composing your email

 

Creating an Email & Filtering The Recipients (Alternative) 

  1. Filter your desired admin-side page
  2. Select Create Mail CreateMail-I-Large.png

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Learn More

The alternative method to the email tool is to create your email list via another admin page. Many admins will find this Create Mail option very useful. Create Mail CreateMail-I-Large.png is available along the toolbar of most admin-side pages. This button will respect any current filters you have applied to the page you are on, so you can filter in a myriad of different ways that are not possible on the standard email tool page.

 

Composing an Email

Now that you have filtered your recipient list via the email tool or another admin-side page, you are ready to begin composing your email.

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Subject: The subject field allows you to create a title that will display in member's inboxes. This should be succinct, but you should refrain from repeatedly sending the same title.
From: The From field allows you to select your desired from address (the address with which to send out your emails). To add more From address options, see the steps under Setup An Email Account For Sending.
Message List: Uplifter has three main message lists: Transaction & Service Notifications, Member Information Messages, and News, Upcoming Program & Registration Information. You should ensure that you are selecting a list that suits the message you are composing. Please note that, with the advent of Canadian Anti-Spam Laws, your members have the right to opt-out of all message lists, save the Transaction & Service Notifications. You should ensure you are familiar with the Canadian Anti-Spam Laws to ensure you do not abuse the Transaction & Service Notifications message list.
Message: The Message field allows you to construct your desired email as well as edit and format the email as desired. You can add images, links, etc. and a familiarity with Word or other text editors will lend itself to your experience. 
Tags: Unlike many of the tags within Uplifter, the tags within the email tool are simple customization items that allow you to make your emails more personal. For instance, if you would like to open your email to your members with their name, you would write, "Hello [member_first_name]," in your Message. This will then customize the email to each recipient.
Attachments: Like many mailing services, you can attach a file(s) to your outbound message. To do so, select the attachment button found right above the Send button (Choose File for most, but differs from browser to browser), and find and select your desired file. Please note that files cannot exceed the maximum file size of 2MB.

 

Email Manager

The email manager page is your centralized hub to review all things email. Here, you can get a great overview of the emails you have sent, along with the status of recipients. When you first navigate to Communications > Emails you'll be greeted by a list of your previous emails.

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Learn More

For the emails you've sent, you can view their status/completion, both in an at-a-glance graph form, as well as an explicit numerical form.

EmailQueued.png Yellow: Queued emails not yet sent by the system.
EmailSent.png Green: Sent emails that have successfully made it to their destination.
EmailRejected.png Red: Rejected emails that were explicitly not accepted by the recipient's email server.
EmailBounced.png Blue: Bounced emails that were not explicitly rejected but were not accepted by the recipient's email server.
EmailOptedOut.png Purple: Opted Out emails. These recipients have updated their account settings to no longer receive emails from the Message List you have selected to send an email from.

Note that members have the right to opt out of all message lists, except the "Transaction & Service Notifications" list and you should ensure that your users have reviewed our article What Your Club Needs to Know About the New Canadian Anti-Spam Law, for best practices.

 

How to Opt Members Out of Mailing Lists

  1. Navigate to the member's account
  2. Select Edit Edit-L.gif next to the member's name
  3. Uncheck any undesired message lists
  4. Select Save

To opt a member out of a mailing list on their behalf, navigate to the member's account. From the member's account, you will find the option to Edit Edit-L.gif next to the member's name.

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Select this option and mark the checkbox next to any undesired lists. Select Save to keep your changes.

 

How to Opt Members Into Mailing Lists

Due to Canadian Anti-Spam Laws, administrators cannot opt members into message lists, only out. If a member has contacted you about not receiving communications they didn't wish to, only they can update their settings. To learn how they can do so, please see the below section: How Members Can Manage Their Message Lists.

 

How Members Can Manager Their Message Lists

  1. Navigate to My Account > Message Lists
  2. Update the lists as desired
  3. Select Update

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Learn More

Upon creating their account, members are prompted for their message list preferences. Thereafter, should a member wish to update their preferences they can do so by logging into the site and navigating to My Account > Message Lists.

On this page, members can update their preferences, as to which lists they would like to opt into or out of. Once happy, they may select to Update to apply their changes.

 

Email Verification

Email verification can be manually enabled on club sites created before Nov 22, 2018. To do so, navigate to Settings > Uplifter Settings > Site Options > E-Mail Verification. Enabling this feature will enforce the verification of user emails (within 48 hours per code) to ensure that all active users on your site are valid. Note that you cannot disable this feature once enabled.

New User Experience

By enabling this feature new users will automatically receive a verification email to the account they supply during sign up. This email will include a verification link and code. They can then follow the link, which brings them to your club site, and enter in the code from the email to verify their account.

NewUser.gif

Existing User Experience

For existing users, they will need to prompt the verification process manually. This is done by logging into the system and following the prompts they will encounter. The system will notify them that they cannot proceed until they verify their account. This is done by selecting the supplied link (which sends the email), then following the same steps as a new user to supply the system with the verification code.

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Manually Verifying

Once this feature is enabled on your site, site administrators can also manually verify user accounts. To do so, please navigate to People & Accounts > Member Accounts. Here, you can review the list of your members and select to verify them by selecting the Verify User VerifyUser-L.gif icon.

ManualVerification.gif

 

News Posts

News posts offer chronologically-ordered notices that are accessible either through your system-generated News page or via one of the following templates that include a News feed: Sub Nav Home Page or Full Page News Two Columns.

The News posts tool is found by navigating to Communication > Posts. In order to access the Email Tool, you will need the following permissions: Admin, Email Manager, Edit Posts. Additional permissions may include: Content Editor.

 

Create a News Post

  1. Select Add New Post
  2. Enter your post information
  3. Select Save

Learn More

To add a post to your news feed, select Add New Post from the toolbar. This will open the Create Post page. Once you have entered your desired information select to Save to display the new post. 

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Title: The title or heading of your news post. This will also be a link in your news feed that will bring users to your News page.
Description: A short description to capture your audience. This should suggest the content but often will not contain the entirety thereof. 
Visibility: This drop down will dictate who can see your post. You can select from:

  • Public: Anyone can see it at any time 
  • Admin Only: Only those logged into the site while also having the Admin permission allotted
  • Members Only: Only those who have created accounts and are logged in can see the post. Note, however, there is no way to restrict who can create an account on your site.

Content: The full post's information. Note that you can edit your news post in much the same way you can edit your site pages, using the editor toolbar. 


News Post Manager

The news post manager page is your centralized hub to review all things posts. Here, you can get a great overview of the posts you have created for the public, members, or admin only. When you first navigate to Communications > Posts you'll be greeted by a list of your posts.

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This page will offer you the majority of information about each of your posts. This information includes the title, creation date, description, latest update date, and visibility status. In this page, you can:


Edit a News Post

  1. Select to Edit Edit-L.gif the desired post
  2. Update the elements you wish
  3. Select Save

To update an existing post in your news feed, select the Edit Edit-L.gif icon to the right of the desired post, on your Posts admin-page. Update the information as desired and select to Save once you are happy with the changes.

 

Delete a News Post

  • Select to Delete Delete-L.gif the undesired post

To remove an existing post from your news feed select the Delete Delete-L.gif icon to the right of the undesired post. 

 

Where News Post Display

News posts will display in two specific locations: any page using a "news" template and the News page. To set up a public page to have a news feed, you will want to set the page's template to either: Sub Nav Home Page or Full Page News Two Columns. Updating a page's template is quickly done by navigating to the page you wish to update and selecting Edit Page Details from the toolbar at the top right of the page. In the Page Details drop down, use the Page Template drop down to select the desired template. Note that this may remove some content if you have previous iterations of the page. For more information on updating templates and public pages please see our article Public Website Management.

To enable a News page on your site navigate to Settings > Global Settings and look for the Navigation/Links section. In this section, you will find the Generate & display the News Posts Page option. Mark this and select Save All at the bottom of the page. Note that you must have a News page for news posts to be shown on any other page.

 

Notes

Notes are a great way to communicate certain elements to your members and participants. You can use notes in a permanent or non-permanent manner, depending on your needs and circumstance. There are three main types of notes within the Uplifter system: Invoices notes, member account notes, and participant message board notices.

 

Invoice Notes

  1. Select + Add a note
  2. Enter your note
  3. Select whether your note is private or public
  4. Select Accept

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Learn More

Invoice notes are found at the bottom of any invoice edit page (Accounting > Invoices > Edit Edit-L.gif), just below the Payments section. Invoice notes can be added by selecting Add-L.gif Add a Note. The comment field will allow you to add your desired information while the drop down will allow you to select between a private note (one only admins can see) and a public note (one the member can see as well). Once you are happy with your note, select to Accept Accept-L.gif and Post the invoice. Select Cancel Cancel-L.gif to discard the note, or Delete Delete-L.gif to remove it.

To edit an existing invoice note, navigate to the invoice edit screen and select to Edit Edit-L.gif. If you wish to remove the note, select Delete Delete-L.gif

Invoice notes can be quickly viewed by admins from the order manager page (Accounting > Invoices) by hovering over the Notes Note.png icon.

 

Member Account Notes

  1. Enter your note
  2. Select Add Note

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Member account notes are found on the member's account page. It's important to note that Member account notes are not notes to the member in question, they are notes about the member/member's account. By selecting the [Account] tab you will have access to the Notes tab. 

Adding a note can be accomplished by entering your desired note content into the text field and selecting Add-L.gif Add Note. You cannot remove or edit member account notes. These notes are used to communicate information between admins. Because of this, members cannot view these notes.

 

Participant Message Board

  1. Enter your note
  2. Select Add-L.gif Add Note

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Participant message boards are found on the participant's profile (People & Accounts > Participants > select participant > Message Board). Here you will find a listing of all public news posts you have created, but you can also add your own participant-specific messages. To add a message, enter your desired content into the text field and select Post. 

Once posted, a message will display on the participant's message board feed. You cannot edit or delete a message. The message board is visible to participants (and their respective members) by navigating to their participant profiles (My Account > Participants > select participant > Message Board). 

 

 

 

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