Hi all, I have a mission for myself and was hoping some of you may have thoughts on how to approach it. Right now we solicit RSVPs for activities (opening nights, first rehearsals, etc.) through a google form as well as via email (depending on what folks prefer). Our events person handles the emails and reviews the google form, and inputs the responses manually into the Activity section of that constituent's record. For responses that come in via email they respond to the email confirming the RSVP, but for the google form they'll send a mass one periodically to all of the folks who have RSVPed yes. As you can imagine, this can be a bit time-consuming, and as they have other jobs sometimes they don't confirm right away and folks get antsy.
I'd like to set up a triggered email to send daily to folks based on if the status of their activity had been set to "Accepted" the previous day, but I'm not sure the best way to do this. My first thought was maybe set the status to a new thing ("Confirmed"?) at first, then have a dynamic list pulling those folks which is used to send the email that morning, followed by a utility in the morning to update anyone with a status currently in "Confirmed" to "Accepted" (or maybe the other way around?). As of now that's my roundabout approach, but if anyone has other thoughts (or,even better, has something already set up!) I'd love to hear it!
Not sure what email client you use, but we currently track Activity RSVPs using the Wordfly Pages Tessitura integration. The dynamic mailing list pulls anyone with a status of "Invited" for the activity we're collecting rsvps for. When a patron records their response, the Activity status is automatically updated to Accepted or Declined. Once all the tables and settings on the back end are initially set, it's fairly simple to set up the emails.
We're moving to Prospect2 later this summer, so I'll be keeping an eye on this thread if anyone has experience doing this in that environment :)
Thanks, Meghann. Do they get a confirmation email letting them know their response has been recorded? That's what folks seem antsy about. We do use Wordfly, but have not set up the Pages integration (not for this at least). I know we've talked about it, though.
According to our events manager, who uses this integration more than I do, there is a confirmation page within the Wordfly module that pops up after a patron has RSVPed, but there's no follow up email letting them know they did so, they just stop receiving the invitation reminders. Patrons who reply "Accepted" (either on the WF Page, or by calling/email in and having their response recorded manually) receive a reminder email the day before the event that is set up separately.
Got it, thanks for the info!