Add New Message Template

The “Add New Message Template” feature in Email Marketing module of Retention CRM module allows Associations, Chambers of Commerce and Nonprofits to create reusable templates for emails and documents used for communication with their members, donors, staff and other stakeholders.

General Functionality of “Add New Message Template” Feature

1. Message Title (Required):

• A descriptive name for the template to help you easily identify its purpose when creating Emails. (e.g., “Welcome Email for New Members”, “Continuing Education Announcement”)

2. Source:

• Compose On-screen: This allows you to write the email content directly within the module. Ideal for short, personalized messages.
• Upload Document: Use this to upload pre-formatted documents (e.g., Word doc) for mail merge. This is useful for complex layouts or including merge fields for personalized content.

3. Message Subject:

• This is the subject line that appears in the email notification received by your members.

4. HTML Format (Optional):

• Create a visually appealing email with formatting, images, and links.

5. Optional Plain-Text Format:

• Include a plain-text version of the email for better compatibility with some email clients or accessibility needs.

6. PDF Page Format (Optional):

• Choose the layout for generating PDF documents based on the template (e.g., Letter, A4).

7. Enabled?

• Check this box to make the template available for use within Retention CRM Emails.

Using “Add New Message Template” Feature in Association Management

Example: The nursing association wants to send an email to all members about an upcoming Continuing Education (CE) workshop.

Here’s how they can use the “Add “Add New Message Template”” feature:

1. Message Title: “CE Workshop Announcement – [Workshop Name]”
2. Source: Compose On-screen
3. Message Subject: Don’t Miss Out! [Workshop Name] Registration Now Open!
4. HTML Format: Include a visually appealing message with:
   • Introduction: Briefly describe the workshop benefits and objectives.
   • Workshop Details: Date, time, location (physical or virtual), and registration information with a link.
   • Speaker Information: Briefly introduce the speaker and their credentials.
   • Call to Action: Encourage members to register by a specific deadline.
5. Optional Plain-Text Format: Include a plain-text version with the same information.
6. PDF Page Format: Leave this blank for email communication.
7. Enabled?: Check this box.

By saving this template, the association can easily reuse it for future workshops, just replacing the workshop details and speaker information.

This is just one example. Nursing associations can create various message templates for different purposes like:

• Welcome emails for new members
• Newsletters with association updates and news
• Important announcements (e.g., policy changes, advocacy messages)
• Membership renewal reminders
• Survey invitations

More Use Cases for Associations

Welcome Email for New Members

• Message Title: Welcome to the [Association Name] Family!
• Source: Compose On-screen
• Message Subject: Welcome aboard, [Member Name]!
• HTML Format: Include a warm welcome message with:
  • Association introduction and its mission.
  • Briefly highlight member benefits.
  • Provide links to important resources like the member directory or online community forum.
  • Include contact information for any questions.
• Optional Plain-Text Format: Include the same information in a plain-text format.
• PDF Page Format: Leave this blank for email communication.
• Enabled?: Check this box.

Membership Renewal Reminders

• Message Title: Membership Renewal Reminder – [Association Name]
• Source: Compose On-screen (or Upload Document for a more formal layout)
• Message Subject: Time to Renew Your Membership!
• HTML Format: Include a clear message with:
  • Highlight the value of membership and its benefits.
  • Include the current membership tier and renewal fee.
  • Provide a clear call to action with a link to the online renewal portal.
• Optional Plain-Text Format: Include the same information in a plain-text format.
• PDF Page Format: Leave this blank for email communication.
• Enabled?: Check this box.

Important Announcements (e.g., Policy Changes)

• Message Title: Important Update: [Policy Name] Changes
• Source: Upload Document (for a formal tone and including the policy document)
• Message Subject: Important Information Regarding [Policy Name]
• HTML Format: Briefly summarize the key changes in the policy.
• Optional Plain-Text Format: Include the same information in a plain-text format.
• PDF Page Format: Attach the full policy document here for reference (consider using a separate template for the policy itself).
• Enabled?: Check this box.

Adding commonly used customized message templates can save Associations, Chambers and Not-for-profit organizations time and ensure consistent, well-formatted communication with members, donors, staff and other stakeholders.