Email Reports

The “Email Opened” report in Reports module of Retention CRM helps Associations, Chambers of Commerce and Nonprofits understand which contacts engaged with their Email campaigns. It shows a list of contacts who opened Emails sent through a specific email.

General Functionality of “Email Opened” report

Here’s a breakdown of the available fields and filters.

• Contact ID: A unique identifier assigned to each contact in Retention CRM. (General & Nursing Association)
• Contact Name: The full name of the contact in your database. (General & Nursing Association)
• Email: The Email address of the contact. (General & Nursing Association)
• Email Name: The name you gave to the Email campaign (e.g., “Monthly Newsletter – June 2024”). (General & Nursing Association)

Filters:

• Contact Name: Narrow down the report to see opens by specific contacts. (General & Nursing Association)
• Contact Source: See how contacts acquired from different sources (e.g., website signup, event registration) interacted with your Emails. This can help tailor future campaigns. (General & Nursing Association)
• Email Subject: Focus on opens for a particular Email campaign by its subject line. (General & Nursing Association)
• Open Date: Track when contacts opened the Email. This can reveal trends in engagement times. (General & Nursing Association)
• Unique Opens: See how many times each contact opened the Email. Multiple opens might indicate high interest. (General & Nursing Association)
• Tag: If you use tags to categorize contacts (e.g., “RNs,” “LPNs”), this filter helps understand which tagged groups opened the Email. (General & Nursing Association)
• Group: Similar to tags, you can filter by groups you created in Retention CRM (e.g., “Members,” “Volunteers”). This helps assess engagement within specific groups. (General & Nursing Association)

 Using “Email Opened” report in Association Management

The nursing association sends a monthly newsletter with educational content and upcoming events. Using the “Email Opened” report, they can see which members opened the latest newsletter. They might discover that while many members opened it, few from the “LPNs” group did. This prompts them to segment future campaigns or personalize content to better cater to LPNs’ interests.

By analyzing opens alongside other metrics like clicks and unsubscribes, the nursing association can gain valuable insights into their Email marketing efforts and refine their communication strategy to better engage their members.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association – Segmenting a Email list for a webinar

A professional association might use the “Email Opened” report to segment their Email list for an upcoming webinar on a specific topic, such as “New Legislation Affecting the Industry.” By filtering the report by members who have previously opened Emails about similar topics, the association can target the webinar promotion to a more engaged audience likely to be interested. This can improve attendance and engagement in the webinar.

Chamber of Commerce – Identifying high-interest members for events

A chamber of commerce can leverage the “Email Opened” report to identify members who consistently open Emails about networking events. By filtering the report for these engaged members, the chamber can invite them to exclusive events or offer them early registration for popular events. This can strengthen relationships with key members and boost event participation.

Nonprofit – Personalizing content for donors

A nonprofit organization can utilize the “Email Opened” report to personalize content for their donors. By filtering the report for donors who opened previous fundraising Emails, the nonprofit can tailor future Emails with information about the impact of their donations on specific causes the donors care about. This personalized approach can increase donor engagement and retention.

The “Emailing Summary” report in Reports module of Retention CRM provides Nonprofits, Associations and Chambers of Commerce with a summarized and high-level overview of their Email campaigns. It shows how many Emails were intended for recipients, how many were successfully delivered, bounced (failed to deliver), opened (unique individuals), etc.

General Functionality of “Emailing Summary” report

Available Fields:

• Emailing Name: The name you assigned to the Email campaign (e.g., “Monthly Newsletter – June 2024”).
• Intended Recipients: The total number of Email addresses included in the Emailing list.
• Delivered: The number of Emails that reached recipients’ inboxes.
• Bounce: The number of Emails that failed to deliver due to invalid addresses or other issues.
• Unique Opens: The number of individual recipients who opened the Email (excluding multiple opens by the same person).

Using “Emailing Summary” report in Association Management

Nursing Association Context:

• Emailing Name: This could be “Continuing Education Opportunities” or “Reminder to Renew Membership.”
• Intended Recipients: The total number of nurses in your association’s database.
• Delivered: The number of Emails that reached nurses’ inboxes. Bounces might indicate outdated contact information requiring updates.
• Bounce: Identify nurses with delivery issues for follow-up or data correction.
• Unique Opens: Gauge member engagement with the content. A low open rate might suggest a need for more captivating subject lines or Email content.

Additional Filters:

• Emailing Status: Filter by different stages (Draft, Scheduled, Sent, etc.)
• Emailing Subject: Search for Emails with specific topics (e.g., “Upcoming Conference”).
• Is archived?: See reports from past campaigns or focus on active ones.
• Campaign: Group related Emailings under a specific initiative (e.g., “Membership Drive”).
• Groups Included in Emailing: Narrow down results to Emails sent to specific member groups (e.g., “Oncology Nurses”).
• Start Date & End Date: Define a timeframe for the report (e.g., past month’s Emailings).

Scenario:

A nursing association sends a monthly newsletter (Emailing Name). The Emailing Summary report reveals a high bounce rate. Using the Groups Included in Emailing filter, they identify a specific hospital group with a large bounce percentage. They can then contact the hospital’s IT department to verify Email addresses or update their member database (Intended Recipients).

By analyzing these metrics, the association can refine their Email strategy to improve deliverability (Delivered) and member engagement (Unique Opens).

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Association – Improve Membership Engagement

• Scenario: A professional association sends out an Email promoting an upcoming webinar (Emailing Name). The Emailing Summary report shows a low unique open rate.
• Analysis: They use the “Unique Opens” metric to identify low engagement. By segmenting the data using the “Groups Included in Emailing” filter, they can see which member groups had lower open rates. This might indicate a topic mismatch or lack of relevance for specific professions.
• Action: The association can tailor future Email content based on member groups and their interests. They can also segment their Emailing list to send more targeted Emails with relevant subject lines, increasing engagement.

Chamber of Commerce – Boost Event Attendance

• Scenario: A chamber sends out an invitation to a networking event (Emailing Name). The Emailing Summary report shows a high bounce rate.
• Analysis: Using the “Bounce” metric, they identify a potential issue with Email deliverability. They can then filter by “Companies” (similar to Retention CRM Groups) to see which organizations have a high bounce rate.
• Action: The chamber can contact those companies to verify contact information or update their database (Intended Recipients). This ensures future event invitations reach the intended audience.

Nonprofit – Measure Campaign Effectiveness

• Scenario: A nonprofit sends an Email fundraising campaign (Emailing Name). The Emailing Summary report allows them to analyze various metrics.
• Analysis: They look at “Delivered” to gauge successful Email delivery and “Unique Opens” to measure recipient interest. Click-through rates (not included in the base report but can be tracked) indicate how many recipients clicked on donation links within the Email.
• Action: By analyzing these metrics, the nonprofit can assess the campaign’s effectiveness. A low click-through rate might suggest the Email content or donation request needs improvement. They can use this data to refine future fundraising campaigns for better results.

The “Email Bounces” report in Reports module of Retention CRM helps Chambers of Commerce, Nonprofits and Associations to identify Emails that failed to deliver to the contacts in their contact database. It provides details on the bounced emails, allowing you to clean your Emailing list and improve deliverability.

General Functionality of “Email Bounces” Report

Available Fields:

• Contact ID: Unique identifier for the contact in your Retention CRM database.
• Bounce Type: Category of the bounce, such as “Hard Bounce” (permanent failure) or “Soft Bounce” (temporary issue).
• Email: The contact’s Email address that bounced.

Using “Email Bounces” Report in Association Management

Nursing Association Example:

• Contact Name: Name of the nurse in your database.
• Contact Source: How you acquired the contact information (e.g., event registration, website form).

Additional Filters:

• Contact Name: Filter by specific nurses.
• Contact Source: Identify bounces from a particular source to investigate signup issues.
• Email: Search for bounces associated with a specific Email address.
• On Hold: Whether the contact’s email is marked as inactive due to bounces.
• Hold Date: Date the Email was put on hold.
• Hold Reset Date: Date the Email was reactivated (if applicable).
• Emailing Subject: Subject line of the Emailing that triggered the bounce.
• Bounce Reason: Specific explanation for the bounce (e.g., Emailbox full, address doesn’t exist).
• Bounce Date: Date the bounce notification was received.
• Bounce Type: Same as the general field, but allows filtering by bounce category.
• Tag: Filter by any tags assigned to the contacts (e.g., “inactive Email”).
• Group: Filter by groups the contacts belong to (e.g., “registered nurses”).

Scenario:

The nursing association sends an Email newsletter about upcoming educational events. After the Emailing, they utilize the “Email Bounces” report. They see several bounces from nurses who signed up through the website form (“Contact Source”). Filtering by “Bounce Reason” reveals some are “Emailbox Full.” The association can contact these nurses to update their Email addresses and remove the “On Hold” status. They can also identify nurses with hard bounces (“Bounce Type”) and remove them from the list to improve overall deliverability. This report helps maintain a clean and effective Email list for the nursing association.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Association Use Case

• Scenario: A professional association sends out an Email invitation to its members for an upcoming industry conference. After the Emailing, they use the “Email Bounces” report to identify any Emails that failed to deliver.
• Use of the Report: The association can filter the report by “Bounce Type” to differentiate between hard bounces (permanent failures) and soft bounces (temporary issues). They can then:
  • Contact members with soft bounces to update their Email addresses and remove the “On Hold” status.
  • Remove members with hard bounces from the Emailing list to improve overall deliverability for future Emailing.

Chamber of Commerce Use Case

• Scenario: A chamber of commerce sends out an Email newsletter to its members about upcoming business events and legislative updates. After the Emailing, they use the “Email Bounces” report to identify any issues with their Email list.
• Use of the Report: The chamber can filter the report by “Contact Source” to identify bounces from a specific source, such as their member registration form. This can help them investigate potential signup issues on their website. They can also use the report to:
  • Identify and remove invalid Email addresses that may have been entered incorrectly during registration.
  • Segment their Email list by industry or member category to send more targeted Emailing in the future.

Nonprofit Use Case

• Scenario: A nonprofit organization sends out an Email fundraising campaign to its donor base. After the Emailing, they use the “Email Bounces” report to identify any Emails that failed to deliver.
• Use of the Report: The nonprofit can filter the report by “Tag” to identify bounces from donors who have been tagged as “inactive Email” in the past. This can help them focus their efforts on re-engaging these donors with alternative communication methods. They can also use the report to:
  • Clean their donor list by removing invalid Email addresses to ensure future fundraising Emails reach interested supporters.
  • Identify potential issues with their Email marketing platform that may be causing bounces.