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.

Important

Emails will be sent to the primary email address, except in the case of Account settings. Accounts sends an email to every email address listed on an Organization Administrator or Billing Manager's profile.

Check out this clip from Planning Center University.

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.

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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.

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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.

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  1. To email people in a specific team, select Email from the team dropdown or click Send.

  2. Anyone with an email icon next to their name has a prepared notification and cannot see the plan yet.

  3. To email everyone in the plan, click the email icon.

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.

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  1. Choose ScheduledPeople 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.

Note

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.

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Tip

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

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.

Undelivered Emails

There are various reasons why an email might have not been delivered. You can see a list of all the emails a person has received through Planning Center from the Communication tab on their profile page. If an email is dropped, open the email and hover over the "Dropped" text to see the specific reason for the email being dropped.

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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 add no-reply@planningcenter.com, no-reply@churchcenteronline.com, and no-reply@churchcenter.com to their email address book, which allowlists them.

If neither of these help, contact support by clicking the ? in the top right corner of the app.

Allowlisting Emails

Allowlisting an email tells your email provider to place emails from certain senders into your inbox, rather than marking those emails as spam. Doing this will help you and your congregation avoid the need to go through your spam or junk folder in order to find emails from Planning Center.

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

Click on the link that correlates with your email provider to learn how to allowlist email addresses in your email account:

After allowlisting those email addresses, Planning Center emails will always show up in your inbox, and these important emails won't slip through the cracks!

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