Communicate with Your Teams

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Working with volunteers well involves clear communication to eliminate confusion and frustration. Start with who you need to contact, which will help you determine where and how to reach out to them.

Important

Emails are sent to the primary email address, except for Account Settings. Account Settings sends an email to every email address listed on an organization administrator or billing manager's profile.

All Team Members

You can email all team members if you need to send them a general email.

Team Page

You can email all your team members from the team page. Choose All Team Members or a specific position, and then select the email icon.

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To email the team members who've selected a specific service time as their preferred time, filter to that time before emailing.

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People Page

From the People page, filter the page to the people you want to email, and then select the email icon.

Scheduled Team Members

If you want to inform your team about their assignments or send information related to a plan, you can reach out to them from a plan.

Warning

It's not possible to attach files to an email sent from Services, so attach a file to a plan or a public file-sharing site, and then include where to find the attachment in your email.

Emails from plan include:

  • Buttons to accept or decline positions for unconfirmed recipients

  • Times assigned to the recipient

  • Assigned plan notes

Choose Who to Contact

Team of People

Choose who you want to contact.

One Person

Contact a specific person by selecting them.

Enter the Message

After you have confirmed the recipients, you can enter your message.

Undelivered Emails

You can see a list of all the emails a person has received through Planning Center from the Communication tab on their profile page.

Open an email highlighted in red to see if the email failed or was dropped, and hover over the status to view the reason for the failure.

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Tip

To learn more about what specific error codes entail, check out Email Error Codes.

If someone mentions they didn't receive an email, or you see that an email failed to be delivered to them, try these things:

  • Check Planning Center People to make sure their email address isn't blocked.

  • Ask the person to follow the allowlisting instructions below.

If neither helps, contact support by selecting the ? in the top right corner of the product.

Allowlisting Emails

Allowlisting an email tells your email provider to place emails from specific senders into your inbox rather than marking those emails as spam. Doing this will help you and your congregation avoid going through your spam or junk folder to find emails from Planning Center.

Allowlisting may look a little different in each email provider, but the basic process involves adding these domains to your address book:

Select your email provider to learn how to allowlist domains in your email account:

After allowlisting those domains, Planning Center emails will always appear in your inbox, and these important emails won't slip through the cracks!

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