Online services cheat sheet: How to send a broadcast using Volunteer Connection

Transcription

1 Online services cheat sheet: How to send a broadcast using Volunteer Connection What is Volunteer Connection? This service allows club and group volunteers to send broadcast s to alumnae in their area. Club leaders only can have access to this service. Send an to alumclub@smith.edu to have your permission set up. You can log in Volunteer Connection using the same username and password that you use to log in the Smith alumnae online directory. If you do NOT have a username and password to the Smith alumnae directory, follow these instructions: Log in the Smith Alumnae Online Directory If you already are a community user, which means that you have already used the Alumnae Directory, you can skip this first step, and go directly to Send a Broadcast section. Go to the Alumnae Directory box, pictured below, which is in the upper left of the AASC website If you have never logged on to the Alumnae Directory before, you will need to click on log in and follow the instructions to register. Revised Feb

2 You are now ready to log in Volunteer Connection and send a broadcast . Log in Volunteer Connection On the AASC home page click on Volunteer. In the pulldown menu click on Volunteer Connection. There will be a log in box now. This is the Harris Connect page; the AASC site is no longer visible: Log in with the same User ID and Password that you use to log in the Alumnae Directory. Revised Feb

3 Send a Broadcast There are four steps to follow to send a broadcast 1. Create/Manage Recipient List 2. Create/Manage Content 3. Address/Assemble an 4. Send/Schedule an 1. Create/Manage Recipient List US Clubs can download a list of alumnae from their area using Volunteer Connection, or upload their own recipient list. International clubs can only upload their own list of alumnae. On the top menu, under Marketing click on Create/Manage Recipient List. and you will see: Revised Feb

4 Click on the yellow bar Create a Recipient List and you will see: Name your list in the List Name space. Do NOT check the test list box. Revised Feb

5 For US clubs: To look for your club, click on the plus sign next to Misc In the fifth line down, next to Club Designation, keep the equal sign (=) and use the drop-down menu next to it to choose the area for your club Scroll down and click on Save List This should take you to the Create & Manage Lists section. You now see all the lists that you have created, and they are saved for future use. Revised Feb

6 For International Clubs Click on the plus sign next to Address, next to Country, keep the equal sign (=) and use the drop-down menu next to it to choose the country for your club. Scroll down and click on Save List This should take you to the Create & Manage Lists section. You now see all the lists that you have created, and they are saved for future use. THIS LIST WILL BE SAVED FOR YOU FOR FUTURE USE, AND WILL AUTOMATICALLY BE UPDATED EACH TIME YOU SELECT IT WHEN SENDING A BROADCAST . Another option for US and International Clubs is to upload your own list. From the Create & Manage Lists page, click on upload a recipient list Revised Feb

7 You will see: Click on the tab Upload a list of addresses. Revised Feb

8 Enter a list name:, then click on browse to select your file on your computer. The file must be a TAB-separated text file containing three (3) columns: Column 1: address Column 2: First name Column 3: Last name Then click on begin upload. You will see: Revised Feb

9 You are now ready for the 2nd step. 2. Create/ Manage Content Click on the Create & Manage Content tab. This page shows all the s contents that have been created by all users: Revised Feb

10 Click on the yellow bar Create Content and you will see: Revised Feb

11 Fill in Name this Content Then type your content in the box above. IMPORTANT: Your message must be above the top gray line. Either delete the line or begin typing above it. Your text must be above the sentence: This message is being sent to you because of your affiliation When you have completed your message click on the last bar, Copy HTML to Text Version If you click on Preview HTML to see the content. Click on Text Version and Preview Text to see the content of the Text version. You might need to edit this text. Then click on Save Content and Exit at the bottom of the page. You are back to the Create and Manage Content page, and you will see the you just created in the list: 3. Address/Assemble Click on the Address & Assemble tab and you will see: Revised Feb

12 Click on the yellow bar that says Address & Assemble New and you will see: Fill out boxes: Name, From, Reply, etc. Fill out the box To with the name of the Club you are sending the to. Eg: Hamphire County Club BCC addresses: Enter addresses of your RCC, or AASC staff who are not included in the list of recipients, separated by a comma. Subject: Enter the subject of your message. In the Content and Recipient List section go to the Select Content drop-down menu. You will find your there, listed as what you entered for Name. Go to the Select Recipient List drop-down menu and select your recipient list, which will be what you named your club list. In Select Type of to Send make sure HTML and Text are selected. In the Campaigns & Categories section, skip Available Campaigns and go to Available Categories. Select Clubs then click Select. You will see: Revised Feb

13 Click on Save This Send/Schedule an You will now be back to the Address & Assemble main page. Click on the Send & Schedule tab. You will see a calendar of the current month. Revised Feb

14 Click on the yellow bar Send a Broadcast Right Now and a small box will appear: Revised Feb

15 Find your in the list, click on its name to highlight it, and, on the right-hand side, click on Schedule this now. A calendar of s to be sent will appear: Find your . Click on Approve Your will be sent. A job status report will be sent to you, to confirm that you ve sent out the . This report includes the number of recipients, bad , etc. The SENT OK number will tell you how many alumnae on your list DID receive the . Questions? Don t hesitate to contact Annie Croteau at acroteau@smith.edu. Revised Feb