Emailing Your Teams

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You can email your teams from multiple places in Services. You can also set up Automated reminder emails to remind teams of upcoming assignments.

General emails are emails that aren't related to a specific plan, such as messages to welcome people to Services or ask for scheduling preferences. These can be sent to members of a specific team or from the people page.

Scheduling emails inform your team about their assignments or information related to a plan.

Which Email Address Receives the Email?

A person can specify the primary email address on a profile, but not all Planning Center products respect that primary email address at this time.

Here's how to know which email address will receive the email you send:

These products only send an email to the primary email address on a profile:

  • Registrations
  • Calendar

These products send an email to every email address listed on a profile

  • Services
  • Groups
  • People
  • Check-Ins
  • Accounts

This product allows a person to choose which email address, regardless of the primary email address:

  • Giving

General Emails

General emails are sent to members of a specific team or people you've selected from the People page. These emails include a link to log in to Planning Center.

Email from a Team Page

You can email team members from the All Team Members list or a Position list.

If you want to email only people assigned to specific times on a Split Team, first filter the list for the people you want to email, and then click the email icon.

Email from the People Page

From the People page, you can filter the list for the people you want to email, and then click the email icon.

Scheduling Emails

If you want to let your team know about their assignments or send information related to a plan, email them from the plan or matrix.

What's in a Schedule Email?

Scheduling emails will include:

  • Buttons to accept or decline for people who are unconfirmed if the email is sent from a plan. Emails sent from a matrix won't have these buttons.
  • All times the person is assigned to. You can check these by clicking the person in the plan and seeing the times on the right.
  • A link to view the plan, unless that Team is not allowed to view the plan at all.

In Services web, Schedulers can only email people on teams that they lead.

Send an Email

You can send Schedule emails to one or multiple teams from a plan or a matrix.

Click 'Email' or 'Email these people'
  1. To email everyone in the plan, click the email icon.
  2. To email people in a specific team, select Email from the team dropdown or click Send.
  3. Anyone with an email icon next to their name has a prepared notification and cannot see the plan yet.

If you are sending an email to a single team with any prepared notifications unsent, you will go straight to the email. If you are emailing multiple teams in a plan or matrix, you can narrow down your recipients.

choose who to email
  1. Choose Scheduled People to email everyone scheduled. If you have Signup Sheets set up, choose Signup Sheets to send people a sign up email.
  2. Choose the teams that you want to email. The teams listed here are the teams that you lead. Schedulers can only schedule the people listed here. Editor permissions and higher can add other teams by clicking the Add button.
  3. If there are teams assigned to more than one time, you can choose which times you want to email.
  4. Check which statuses you want to email.
  5. Check to only email people with Prepared Notifications.

If you are emailing from a matrix, you will also have the option to exclude plans from the email.

After you have your recipients set up, click Next.

Choose a Schedule template or customize your own subject and body.

Compose Your Email

Use the {{ }} tags in the toolbar to personalize the email. You can edit your personal signature from your profile page.

When you are finished entering information, click Send.

Email File Attachments

While it's not possible to attach files to an email sent from Services, you can attach a file to a plan or a public file sharing site, like Google Drive or Dropbox, and then email teams to let them know where the files are located.

If you attach a file to a plan:

  • All of your plan files will be in one place.
  • You can keep the file up-to-date, even after you email the team.
  • You can see an access log of who accessed the file when you edit it.
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