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Triggered Acknowledgement Letters

Paula Mc Laughlin
$organization
We would like to send out triggered e-acknowledgement letters for donations under $20. I would like know if anyone is currently using Tessitura and Wordfly to do this and if you would be willing so share your set up in Wordfly with us! thanks Paula
  • $organization
    Hi Paula, We currently use Tess and Wordfly to send automatic acknowledgements for memberships. We have a dynamic list that pulls by Membership Level and runs every time the Wordfly email pulls it (we have it set to once per day). You could set something similar up, just have the list pull by contribution amount. I recommend reading through the Wordfly help topic on Triggered emails https://support.wordfly.com/hc/en-us/articles/204768554-Tessitura-Triggered-Campaign-how-to-set-up-and-test If you have any questions or want to talk through this process further, I'm happy to help!
  • $organization in reply to Summer Hirtzel (Past Member)
    Summer's process is great! We also send triggered e-mails to mobile donors at the Granada Theatre. We wanted to acknowledge the gift amounts, too, but we realized that a triggered e-mail depends on lists, which pull CONSTITUENTS and not anything that's gift-by-gift, at least not using standard elements. So we created a backend database view and two custom elements to go with it. One was the total of all gifts received in the mobile channel for the prior day. The other was the number of gifts received through that channel. This allowed us to make a WordFly template that could switch between "thank you for your gift of $5" and "thank you for your gifts totaling $10" if people made multiple mobile contributions during the same day. We also have a scheduled Execute an Output Set report that e-mails the Development staff the prior day's mobile donors that uses the same output set we use for WordFly. We used to mail actual letters to these mostly $5 mobile donors, so this was a welcome change here! -- Mike
  • $organization

    We would like to do this as well.

     

    Marie

     

    ---

    Marie Kocher | Development Assistant

    Kansas City Ballet | Todd Bolender Center for Dance & Creativity

    500 W. Pershing Road, Kansas City, MO 64108

    816.216.5582 (D) | 816.931.2232 x1382 (O) | 816.931.1172 (fax)

    kcballet.org

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Paula Mc Laughlin
    Sent: Friday, January 20, 2017 1:44 PM
    To: Marie Kocher <mkocher@kcballet.org>
    Subject: [Tessitura Development Forum] Triggered Acknowledgement Letters

     

    We would like to send out triggered e-acknowledgement letters for donations under $20. I would like know if anyone is currently using Tessitura and Wordfly to do this and if you would be willing so share your set up in Wordfly with us! thanks Paula




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

  • $organization

    Likewise! Any informative tips are always a bonus!

     

    Thank you!

    -

    Brandon Baez

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Marie Kocher
    Sent: Friday, January 20, 2017 12:26 PM
    To: dvheath@artcenter.org
    Subject: RE: [Tessitura Development Forum] Triggered Acknowledgement Letters

     

    We would like to do this as well.

     

    Marie

     

    ---

    Marie Kocher | Development Assistant

    Kansas City Ballet | Todd Bolender Center for Dance & Creativity

    500 W. Pershing Road, Kansas City, MO 64108

    816.216.5582 (D) | 816.931.2232 x1382 (O) | 816.931.1172 (fax)

    kcballet.org

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Paula Mc Laughlin
    Sent: Friday, January 20, 2017 1:44 PM
    To: Marie Kocher <mkocher@kcballet.org>
    Subject: [Tessitura Development Forum] Triggered Acknowledgement Letters

     

    We would like to send out triggered e-acknowledgement letters for donations under $20. I would like know if anyone is currently using Tessitura and Wordfly to do this and if you would be willing so share your set up in Wordfly with us! thanks Paula




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

  • $organization

    Hi Summer,

     

    This is really helpful. Thanks for sharing! Do you send out triggered acknowledgements for all membership levels or just up to a certain point?  Do you then also send out tax receipts/letters or does the email serve that function as well?

     

    We don’t currently use triggered emails in Wordfly – do you know if it was a big time and resource commitment to set-up and manage?

     

    Thanks,

    Laurel

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Summer Hirtzel
    Sent: Friday, January 20, 2017 12:14 PM
    To: lskehen@calperformances.org
    Subject: Re: [Tessitura Development Forum] Triggered Acknowledgement Letters

     

    Hi Paula, We currently use Tess and Wordfly to send automatic acknowledgements for memberships. We have a dynamic list that pulls by Membership Level and runs every time the Wordfly email pulls it (we have it set to once per day). You could set something similar up, just have the list pull by contribution amount. I recommend reading through the Wordfly help topic on Triggered emails https://support.wordfly.com/hc/en-us/articles/204768554-Tessitura-Triggered-Campaign-how-to-set-up-and-test If you have any questions or want to talk through this process further, I'm happy to help!

    From: Paula Mc Laughlin <bounce-paulamclaughlin7596@tessituranetwork.com>
    Sent: 1/20/2017 2:37:16 PM

    We would like to send out triggered e-acknowledgement letters for donations under $20. I would like know if anyone is currently using Tessitura and Wordfly to do this and if you would be willing so share your set up in Wordfly with us! thanks Paula




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

  • $organization
    We send out these triggered emails to our members from the lowest level up to our highest "membership" level which is $500 (we also have "donor" membership levels that do not receive these emails). We also send out letters/tax receipts in the mail, partially because these letters contain their membership cards, and partially because I think it's a good idea to have both online and mail touchpoints thanking & communicating benefits.

    It was incredibly easy & quick to set up Triggered Campaigns, and just requires a little bit of research/forethought on your end. Once we decided to pursue this route, they were up+running within a week. Really painless. Again, I recommend Wordfly's Help topic on the matter, as they spell out the process really well https://support.wordfly.com/hc/en-us/articles/204768554-Tessitura-Triggered-Campaign-how-to-set-up-and-test


    But because there is so much interest here, I'll share our entire process:

    1. We set up our list to pull all recent memberships. We actually have 3 separate lists that run. One for our $.01-165 levels, one for our $300, and one for our $500 level. We have three separate lists because we wanted to have 3 separate templates (since the benefits vary so widely between these 3 segments). Because we have the Wordfly templates run once a day, we have a criteria that is "Membership Initiation Date <= Dayrundate -1". This makes sure the list is only pulling yesterday's additions to the list. 

    2. When saving the list, make sure the "dynamic" box is checked

    3. In Wordfly we created an Email Template for each one of the emails we wanted to design. This enables us to make edits to the template as needed over time, without re-setting up the triggered campaign every time there is an edit.

    4. We created an Email Campaign for each of the 3 templates. The Campaign type is "Triggered". We matched the corresponding template and assigned the corresponding dynamic list to each Campaign.

    5. We set the Frequency on the Email Campaign to Once a Day

    This is really set-it-and-forget-it. I check on the lists from time to time and report on these campaigns to make sure numbers look right. I also occasionally change the Templates if there's a specific event or member benefit I want to highlight. But other than that, I rarely touch these and they've made a big difference for us in terms of letting people know how to use their member benefits (we get fewer questions about this now!). Plus I love that they allow us to send a more personal "thank you" to members than the standard TNEW receipt.

    «»«»«»«»«»«»«»«»«»
    Summer Hirtzel
    Membership and Development Coordinator
    YERBA BUENA CENTER FOR THE ARTS
    701 Mission Street / San Francisco, CA / 94103
    415-321-1352 
    www.ybca.org 
    Your support helps YBCA fulfill our mission.
    To make a donation in 2 easy steps, click here.

    On Fri, Jan 20, 2017 at 1:41 PM, Laurel Skehen <bounce-laurelskehen1424@tessituranetwork.com> wrote:

    Hi Summer,

     

    This is really helpful. Thanks for sharing! Do you send out triggered acknowledgements for all membership levels or just up to a certain point?  Do you then also send out tax receipts/letters or does the email serve that function as well?

     

    We don’t currently use triggered emails in Wordfly – do you know if it was a big time and resource commitment to set-up and manage?

     

    Thanks,

    Laurel

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Summer Hirtzel
    Sent: Friday, January 20, 2017 12:14 PM
    To: lskehen@calperformances.org
    Subject: Re: [Tessitura Development Forum] Triggered Acknowledgement Letters

     

    Hi Paula, We currently use Tess and Wordfly to send automatic acknowledgements for memberships. We have a dynamic list that pulls by Membership Level and runs every time the Wordfly email pulls it (we have it set to once per day). You could set something similar up, just have the list pull by contribution amount. I recommend reading through the Wordfly help topic on Triggered emails https://support.wordfly.com/hc/en-us/articles/204768554-Tessitura-Triggered-Campaign-how-to-set-up-and-test If you have any questions or want to talk through this process further, I'm happy to help!

    From: Paula Mc Laughlin <bounce-paulamclaughlin7596@tessituranetwork.com>
    Sent: 1/20/2017 2:37:16 PM

    We would like to send out triggered e-acknowledgement letters for donations under $20. I would like know if anyone is currently using Tessitura and Wordfly to do this and if you would be willing so share your set up in Wordfly with us! thanks Paula




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

  • $organization in reply to Mike Mariano

    Hi Michael,

    We just ran into this issue, would you mind if our technical Tessitura person contact you re the backend database view?

    thanks

    Paula

     

  • $organization in reply to Paula Mc Laughlin

    Replying on Mike's behalf - you can have your technical person email me and I would be happy to send them the script for the view(s)!

    Stacey Voigt
    Consortium Services Manager
    Santa Barbara Center for the Performing Arts
    svoigt@granadasb.org

  • $organization

    Thank you Stacey, that would be great!

    Kind regards

    Paula

     

    Paula Mc Laughlin

    Manager - Individual Giving & Donor Relations

    Victoria Theatre Association

    Office: (937) 228-7591 ext. 3018

    Direct: (937) 461 8197

    Mobile: (937) 825-7421

     

    From: Tessitura Development Forum [mailto:forums-development@tessituranetwork.com] On Behalf Of Stacey Voigt
    Sent: Thursday, March 09, 2017 4:33 PM
    To: Paula McLaughlin <paula.mclaughlin@victoriatheatre.com>
    Subject: Re: [Tessitura Development Forum] Triggered Acknowledgement Letters

     

    Replying on Mike's behalf - you can have your technical person email me and I would be happy to send them the script for the view(s)!

    Stacey Voigt
    Consortium Services Manager
    Santa Barbara Center for the Performing Arts
    svoigt@granadasb.org

    From: Paula Mc Laughlin <bounce-paulamclaughlin7596@tessituranetwork.com>
    Sent: 3/8/2017 4:53:33 PM

    Hi Michael,

    We just ran into this issue, would you mind if our technical Tessitura person contact you re the backend database view?

    thanks

    Paula

     




    This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Development Forum. You may reply to this message to post to the Development forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!

  • $organization in reply to Summer Hirtzel (Past Member)

    Does this acknowledgement include tax language or just the membership level + gift amount? 


    We currently send automatic email confirmations (generated by TNEW) after each order, no matter what type, along with weekly acknowledgment emails for membership joins/renewals. Is there a way to add tax language and conditional content into the automatic TNEW order confirmation? Or is this something that needs to be set-up to run through Wordfly?