Greetings from Vegas.
Wondering if anyone here does their member renewals using the Tessitura-Wordfly integration. We have multiple extractions right now (one each membership level and each stage of the renewal cycle) and wanted to know if that's how other institutions are doing it.
If so, please let me know so I can get a sense of how many extractions (and Wordfly email messages) you're running for renewals. Thanks!
At Shedd we run a fairly successful triggered email campaign. Every month we send ten renewal emails automatically. Within those ten we also build in dynamic text to allow for more nuanced solicitations. Our series starts six months out with a benefits reminder and is versioned based on usage, then one each month for the three months leading up to the expiration. We give the recently lapsed members a month off and then we send winback emails at two months lapsed and three months lapsed. It's a similar series for some of our mid-range tiers of membership but without the benefit reminder or the winback emails.
We really enjoy having all of the work at the front end of the process and being able to focus other projects most of the year.
Greg! This is amazing! I struggle with getting membership parameters correct in list manager for these (especially lapsed by specific timeframes). Would you be willing to share your list parameter setups with us? It would be SO helpful. Would REALLY appreciate it! Thanks in advance!
Samantha - here is what we do for dynamic Lists in Tessitura to be pulled into WordFly emails:
I have added the needed contact permissions for email rules, then select onyl records tha have an email address, and include the dynamic data regarding membership expiration date and current membership level. I also do not select anyone that has a pending membership.
I have a separate list and email campaign for each member level and each renewal notice # (1-4). It's a fair amount of set up at the front end, but I have to do minimal upkeep now that it's set to update the appeals and sources each month.
Happy to discuss more if needed!
Samantha, I have copied one of our lapsed list parameters below. (We're in v15.2, so the parameters would change a little in v16.) You can see that I am capturing anyone who had a membership of the desired levels that expired two months ago and who does not have a current membership at any level. This goes out to lapsed members two months after the month of their expiration. We use merge fields in WordFly to name the levels and expiration dates so that we don't have to create separate trigger email campaigns for every level. We also send our renewal emails in a batch for each month's group of expiring members rather than a daily email, so our parameters are set up to capture a month's worth of expiration dates. (For example, anyone expiring in April would get WF emails from us on Feb. 1, Feb. 15, April 1, and June 1.)
Thank you SO MUCH! This is incredibly helpful!
Thank you!! This is incredibly helpful!!
Hey Elizabeth! I have another question. For the life of me I cannot figure out how to set the date range for month of expiration, so members expiring in the current month the list is run. Do you have something like that?
Samantha - you should be able to select the criteria of expiration date from the List Manager drop down. Use "relative" date range and select greater than "begin run month" and less than "end run month". This will give you a list of membership expiring in the month you are running the list.
If you want to pull for the memberships expiring a month from now, you'd choose greater than "begin run month +1" and less than "end run month +1"
*** make that greater than OR EQUAL TO "begin run month" and less than OR EQUAL TO "end run month"
and make sure your list is set up as a dynamic list in the properties tab
Perfect I had that right LOL. But how did you exclude anyone who has already renewed? I am pulling people who expire this month, but also pulling people who expire this month next year....
I tried to exclude the status of renewed but then it excluded people who do expire this month but this current membership was a renewal from last year. This is the part I always get stuck at.
I added another criteria that excluded anyone with a member status of "pending" - which removed anyone that had renewed their membership and had a membership on deck to become active after the current one expires