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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
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  • $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




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  • $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
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  • $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
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