Social Good Software

Creating amazing guest experiences through innovative software solutions for the social good community

Email Designer

How to do manual tagging of emails for resends in Altru for digital membership cards

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Manual Tagging comes in handy when guests who already received an email request to receive the same email again. Losing access to email because of accidentally deleting it or losing access to the email address is possible, so knowing how to do manual tagging is a must to help your customers with this request.

Keep on reading to learn more about manual tagging. Social Good Software gives you an illustration of how to resend an email to the same member below.

1:Open your Altru account and find the membership record of the guest who requested to resend an email.

manual tagging

2: Scroll down to Documentation and delete if there is a welcome email attached before you click the Add button and select Note.

manual tagging

3:  A dialog box will pop out. Click on the drop-down menu of Type and select Resend Welcome Email. Click on Save.

manual tagging

Once you manually tag a guest, Altru will pick it up on the query. It will look at sales orders that do not have a Note Type and automatically sends the email to the guest.

You don’t need to switch from Altru to Social Good Software to resend the email. Simply tag the guest in Altru, and delete the attached previous welcome email. If you add the Note Type, Altru will resend the email to the guest automatically.

Types of emails for eTickets

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eTicket-email-optionsDownload

Introduction

Email designer is an app that allows you to customize and send automated emails for your Altru transactions. This tool is useful for different types of emails for eTickets because through it you can send messages with tickets in PDF form. Guests are no longer need to click on the link to download the ticket since it was already replaced by a ticket in PDF form.

In this guide, you will learn what are the types of emails for eTickets, the components of each email, and some of the Frequently Asked Questions (FAQ) that we received regarding this topic. 

How to set-up your emails in three (3) steps:

1. Write your email in Google Docs or Microsoft word

  • We recommend that you first draft your email to Google docs or Microsoft word and check that you include all the merge fields that you need.

2. Create your query and note type with Altru for your email

  • Make sure that your query identifies who the receivers of the email are. Create a Note type in Altru to be able to monitor if the emails were sent.

3. Setup the Email Designer with your content and query.

  • To be able to send out this email, put together the content and the query to the Email Designer. 

The process of setting up your emails starts from running the query and feeding it to the Email Designer. If there are individuals who match the query, an email for that particular person will be sent out. Once the email was sent out, the app will grab a copy of it and attach it to Altru as Note Type so there will be an email attached inside the particular sales order.

Three (3) Types of Emails for eTickets

1. eTicket Email is great for sending out a PDF that auto generated an eTicket number and a PDF with their tickets.

types of emails for eTickets

There are two emails that Altru sends out. The first email is about what the guests’ purchased and the second is the link to their eTicket. 

With the use of the Email Designer, we will replace the second email that Altru sends which is the link to their ticket with our eTicket email where we will instead attach a PDF to the tickets.

2. Reminder Email is great for sending out a reminder of their upcoming visit with tickets attached as a PDF. This email can go out the day of or one day before.

types of emails for eTickets

3. Post Visit Email is great for following up with guests who have visited. You can send a membership offer or just collect feedback on their experience. 

types of emails for eTickets

It is an email to thank  the guests for visiting. Typically sent out the day or the following day after the visit.You can send this email without PDF or tickets.

Frequently Asked Questions (FAQ)

1. Do these emails account for sales orders over the phone, online and in person?

  • The discussed type of emails above will account for all three types of sales methods. You can also exclude a specific sales method at the query level.

2. If I manually resend an email, will my tickets be updated?

  • Yes, If you resend an email the tickets will be generated at the time the email is being sent.

3. If I delete the note type from the sales order, will the email go out with the right tickets?

  • Yes, the query is looking at sales orders that do not have a note type and sends an email. If you remove the note type from the sales order, another version of an email will get off with another PDF. Typically, you won’t be doing this unless you need to resend it.

4. If I open the eTicket preview on the Email Designer, will I see the latest ticket available?

  • Yes, you will see the latest ticket  available whenever you click on the link

The purpose of this documentation is to help you understand the three (3) types of eTicket emails, and how these emails work so that it will be easier for you to create and set up eTicket emails based on their type for your organization.

How to create reservation note types in Altru

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Introduction

Having reservation note types inside the Altru is very helpful when you create your reservation emails with Email Designer. Reservation Email is handy in group sales like field trips, weddings, venue rentals, or any activity that involves sales in groups. When you have Note Types, it will be easier to create a query that helps to exclude or include individuals.

Create your Reservation Note Types Inside of Altru:

1: Go to your Altru account and head over to Administration.

2: Proceed to Code Tables.

reservation note types

3: Select Ticketing on the drop-down menu and click Apply.

reservation note types

4: Proceed to Reservation Note Type and click on Add.

reservation note types
reservation note types

5: A dialog box will pop out wherein you can type in the name. In this case, we can call it a Confirmation Email. Once done, Click OK. 

You now have your Reservation Note Type called Confirmation Email. You can also set up another Note Type for your Reminder Email and Post Visit Email by clicking on Add if you are already in the Reservation Note Type Table Entries or follow the same step above. 

Automated welcome email query

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We use queries in Altru to gather information from the database so we can create memberships, send emails, and so on. An automated welcome email for first-time membership purchases is a query that is useful to your organization. It will save you time to send emails to new members, deliberate their digital membership card, and send a welcome message for first-time membership purchases.

You do not have to wait until the back-end batching processes are complete. You can assure your members that their membership is well accepted with an automated welcome email. In this tutorial, we will go over creating this automation query so your new members can receive these benefits immediately, and there’s one less thing you need to do every day.

Sample Automated welcome email query

automated-welcome-email-query
automated-welcome-email-query

Summary:

This query helps you send emails that welcome new members and create membership cards automatically, providing greater ease of access in using Email Designer. Please contact us through our support channel if you have questions or clarifications about the query or other topics. We are always happy to help!

Emails you need to set up for Digital Membership cards

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Introduction

There are many transactional emails for Digital Membership Cards that we can configure with Email Designer. Because of that, we create this documentation for you to fully understand the functions and importance of these emails.

Knowing how these emails work and when to use it will help you better understand what emails you need to set up with your Digital Membership Cards and which one applies for your Membership Portal.

Different emails for Digital Membership Cards :

Launch Email

Useful in announcing your new Digital Membership Cards to the entire membership base of all active members of your organization. 

  • It is an automated email that you send out to the entire membership base of active members. You can use this launch email to inform members about the new Digital Membership Cards that the organization is officially launching or about the Membership Portal.
  • It is a one-time email announcement that you can send out to your active members. Receivers of this email are between 2,000 to 50,000 constituents depending on how many members your organization has.
  • Launch email will not be of use anymore after sending it to all active members. But there is an exemption which is when the organization resends it to their Board Members in the following year. You can turn on this email for that particular one-time communication.

Automated Welcome Email

Use to welcome all your new members who purchase online, advance, and daily sales. You need to have a sales order to be able to send this email.

  • An email that runs continuously in which once triggered will automatically send out to welcome those individuals who signed up and become new members as well as those who renewed their membership.
  • It is an automated welcome email that requires a sales order. If someone purchases through online, advance and daily sales, he/she will get a welcome email informing that he/she  purchased this particular membership.

Back Office Gift Email

Welcome email for the recipients or givers of the members who purchase through the back office. Useful for automatically sending out gift emails with gift messages.

  • It is an automated welcome email that you can send to the recipient and gift-givers of the members. Members who purchase through the back office that contain gift messages that can customize are the receiver of this email.

Automated Gift Email

Welcome email for recipients or givers of the members who purchase online, advance, and daily sales. Useful for automatically sending out gift emails and gift messages.

  • An automated welcome email sent to recipients and gift-givers for purchasing online, daily, or in advanced sales. It contains a gift message that can customize depending on how the organization wants to set it.

Back Office Email

An email that welcomes all your new members who purchase via mail-in or you enter manually. A sales order is not necessary to send this email.

  • A welcome email that automatically triggers to welcome new members who purchase through mail-in, entered manually, or through the batch. Sales order is not necessary for this kind of email to receive.

Reminder Email

Send out reminders for your members 120, 60, 30, 15, 7 days before the membership’s expiration date.

  • An automated email that you can send out to remind members to renew their membership. You can set it up once to send out on certain days before the expiration date.
  • You can also customize the specific day you want to send the reminder email.

Lapsed Membership Email

Send out follow-up for your members 7, 15, 30, 60, 90, 120 days after their expiration date.

  • A follow-up email that you can set up once and send out at a specific time after the expiration date of membership to those members who haven’t renewed.

Manual Tagging Email

Useful for those that want to receive the email again regardless of the method of how they purchased their membership. To be able to trigger the email, you have to do manual tagging with note type.

  • A welcome email that you can trigger by tagging a membership. Use this email when a member requests to resend the welcome email due to some reasons like they lost the original message, lost access to their email or just wants to email them again the welcome email.
  • Manual Tagging is useful whenever there are requests to receive their welcome email again regardless of the method they use to purchase their membership. It also required notes for this email to be triggered. 

Auto Renew Email

Send auto-reminders for payments on credit cards being used for auto-renewing memberships. This can go out relative to the expiration date.

  • This email is for everybody who is auto-renewing their membership.
  • Auto-renew email is sent out informing members who use credit cards for payment about their membership renewal which will automatically charge to their cards. 
  • This email can go out before or after the credit card gets charged. It is up to you when you want to send the auto-renewal email but we recommend sending this email out 2 weeks before the credit card gets charged to catch any changes on the card.

Below is a matrix that you can use as a guide. It will let you know what activities each of these emails covered.

Emails for Digital Membership Card

Summary

You now have an idea what are the different emails for Digital Membership Card that you can configure with Email Designer. This will make it easier for you to identify which email is applicable for a certain activity and which one is sent out for a specific transaction.

If you have more questions please reach out to us through our support channel.

FAQ Digital membership cards

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FAQDownload

To ensure that the implementation process will go smoother with your organization, we compiled a series of frequently asked questions (FAQ) we have received from our clients about Digital Membership Cards to guide you.

Learn more about setting up your Digital  Membership Card with these Frequently Ask Questions (FAQ):

FAQ for digital membership cards:

Why do we need to set the transaction date as “on or after yesterday?” 

  • If the transaction date is set as “on or after yesterday”, it will accommodate queries that are purchased late at night, such as those at 11:30 PM. Altru time might differ from your organization, so we need to account for everyone possible.

What do I do with the query if the constituent email is blank?

  • The query accounts for constituents with a primary email and those whose email is blank. If you have any issues with grabbing the correct constituents, make sure you put the two email records in the “include” box in parentheses. Using “or” instead of “and” will ensure that any one of those records will pop up rather than nothing (since records generally have one or the other, not both).

Why is the Membership Level displayed twice?

  • Use one of the “Membership Levels” for displaying the level visually in the email, and the second is to enforce the membership level upon clicking on the link. If a constituent has multiple memberships connected to the name, this query will force the displayed membership to be this particular level you are writing the query for. 
  • (Ex. Tom has two active memberships under his name; if the query is for Tier 1 and NOT Tier 2, Tom will click on the link and see his Tier 1 benefits.)

I cannot find a note type that says “Digital Membership Card – Individual Membership.” How can I add this note type?

  • In Altru, go to Administration > Code Tables > Ticketing (found on “Category” drop menu) > Sales Order Note Type > Add
  • After clicking on Add, name the new note “Digital Membership Card – Individual Membership” for use in your query. You cannot set the note type field as this without creating the note type as shown.

What were the names and descriptions of the query shown in the video?

  • Video Query Name: Automated Email – Digital Membership Card – Individual Membership
  • Video Query Description: Please do not remove this query; it is used to send real-time emails for SGS to welcome new members using digital membership cards.

Where can a membership originate from?

  • Online sales orders – Webforms through Altru via the web
  • Daily sales orders
  • Advance sales orders
  • Auto recurring charge on credit card
  • Manual sending of emails for constituent information update
  • Back office manual entry
  • Back office batch entry

What do you need to do when a membership originates?

  • Verify the entered name, email, and level if it is correct.

What emails does the sales order method send?

  • Online sales orders
    • Acknowledgment email – Via Altru
    • Digital membership card email – Via Social Good Software
  • Daily sales orders
    • Digital membership card email – Via Social Good Software
  • Auto recurring charge on credit card
    • Your credit card is about to get charged – Via Social Good Software
    • Your credit card has been charged – Via Social Good Software
  • Advance sales orders
    • Digital membership card email – Via Social Good Software
  • Back office manual entry
    • Digital membership card email – Via Social Good Software
  • Back office batch entry
    • Digital membership card email – Via Social Good Software

Do I need to email the primary and secondary members separately?

  • No, we recommend you combine the emails into one

I’ve updated the information on a constituent record and I want to let them know, how do I do it?

  • You can manually tag them and this will trigger a new email to go out.

What happens when we merge records?

  • If the System Record ID changes, the link previously received will no longer work but will trigger a new email.

Is there a way to display the total number of members?

  • With the membership card designer, you can display a number like 10, 15, or 25.

Is there a way to display the number of child members?

  • You can display the number of children – Fields you can display

If a child has the same email address as his/her parent, will that parent receive multiple emails?

  • We typically just email the primary member not each member

If there’s an update made to a membership (member name, expiration date, etc.), do the digital membership cards automatically update?

  • Yes, it will send it out to ios and android automatically

Can we incorporate decals for reciprocal members via the membership card designer?

  • No, we need to do it at the design level for the image.