Email Teams and Positions

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You can email a whole team or everyone assigned to a position at one time from the Team page or from a plan. Emails from the Team page have no extra information other than what you enter; however, emails from the plan page are scheduling emails with the times and dates each person is assigned to.

Send a General Email

Within any plan, click the gear next to Teams to get to the list of teams.

Inside a plan, hover over Scheduled People and click the settings icon.

Select your team from the list of teams in the Service Type.

You can also select the envelope icon to send an email from here.

From the Members tab, select the email icon from the All Team Members tab or any of the Position tabs.

select the envelope

The people listed in the tab will be populated in the To field, and you can fill in the information using an Email Template or entering your own subject and message.

Write your email and send it

People without email addresses will be crossed out on the list, so you see who will not receive an email.

Emails use the Liquid programming language to insert dynamic content into each email. When you send the email, each tag enclosed in {{ }} is replaced with the appropriate content for the person receiving the email:

  • {{to.first_name}} will be replaced with their first name when the email is sent.
  • You can also use {{to.last_name}} or {{to.name}}.
  • Edit your personal signature from your profile page, and it will be inserted at {{from.signature}}.

To remove anyone from the email list, click the x next to that person's name; add anyone by typing over Add.

When finished entering information, select Send.

Send a Scheduling Email

If dates aren't showing up, or volunteers can't see a plan, it could be because they didn't receive an scheduling email. Send a scheduling email from the plan notifying people of the details about that plan.

From the Teams section, select the dropdown next to the team to email people in that team.

Click 'Email' or 'Email these people'

An envelope icon means some people in that team still have a prepared notification and haven't been emailed about the plan at all.

Email everyone in the plan by selecting email at the bottom of the Teams section.

When you select Email in either place, you can choose who to email based on different options.

Choose Who to Email
  1. Choose Prepared Notifications to only send to people with the envelope icon by their name, All Scheduled People to email people scheduled to the plan, or Needed Positions to email people to sign up for any available positions.
  2. Check which statuses you want to email.
  3. Choose the teams you want to email.
  4. If there are any Split Teams, select the people who are assigned to different time(s).

Only teams with available people for the options you've chosen will be added to the email when you select Accept.

If you select to email a team, that team will be the only one selected by default.

The people who meet the options you chose will be populated in the To field, and you can fill in the information using an Email Template or entering your own subject and message.

Compose Your Email

People without email addresses will be crossed out on the list, so you see who will not receive an email.

Emails use the Liquid programming language to insert dynamic content into each email. When you send the email, each tag enclosed in {{ }} is replaced with the appropriate content for the person receiving the email:

  • {{to.first_name}} will be replaced with their first name when the email is sent.
  • You can also use {{to.last_name}} or {{to.name}}.
  • Edit your personal signature from your profile page, and it will be inserted at {{from.signature}}.

To remove anyone from the email list, click the x next to that person's name; add anyone by typing over Add.

When finished entering information, select Send. The email will include the information on which team(s), position(s), and specific time(s) a person is scheduled. Unconfirmed people will have buttons to Accept, Decline, and View This Service, and Confirmed People will have the button to View This Service.

When you send an email to scheduled people, the plan will show up in My Schedule.

After you've sent scheduling emails, select a person's name to see the status of the notification sent.

All done!

Since an email has been sent, the icon next to the name, as well as the email icon, are gone.

notifications

In the Notifications section, view when a scheduling email was prepared, sent, read, and responded.

If you see a response but no timestamp under Read, then the team member or a scheduler responded manually on the website, possibly without the team member ever opening the email.

You can also check the Communications tab in a person's profile to see all emails sent to that person.

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