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Overview
Communicating with your entire membership at once is sometimes the best method, especially when sending out important communication that is relevant to all members. When communication only applies to a group of members, it is best to use target marketing in emails to effectively deliver the message. In order to use target marketing, Dynamic and Static Groups should be employed. Dynamic Groups automatically add members based on defined rules from the Directory and accounting system. Static Groups are created by manually adding members, or allowing for opt-in/opt-out groups. Dynamic Groups are also used for the member sync from Office to the Website, and this group may need to be reviewed to ensure the proper member types are flowing from Office to the Website. Use Case(s) Dynamic and Static Groups are best used when using target marketing to send detailed communication to member groups. Dynamic Groups are set by defined rules that pull from the Directory or accounting system. Dynamic Groups may be groups such as: birthdays this month, balance overdue, or membership type. Static Groups are created by manually adding members to groups, but these groups may also be opt-in/opt-out, so that members may choose to be included in the group. Static Groups may include: Bridge Club, Board of Directors, or to receive a monthly Social Newsletter. Dynamic Groups are used to sync member types from Office to the Website. |
Video
This video contains highlights from a training Webinar given on Dynamic and Static Groups.
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Content
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Group Definitions
Static Group: groups that include specific members that were placed there manually. These can be inclusion or exclusion groups.
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Since both groups are in the same interface, use the tabs to toggle between either Static or Dynamic Groups:
Existing Dynamic Groups Created in the Web
Office Member Type Sync to Website in which member types have changed
Dynamic Groups can be affected by the member sync from Office to the Website after a club has been unified. This group will need to be reviewed to ensure the proper member types are being selected in the dynamic group filter.
To do this, access Dynamic Groups.
Open the Group Explorer.
Drag the Member Type Group to the center of the Dynamic Groups screen.
Review the member types listed. Any change in the member types, even if the old type was in UPPER CASE and the new type has the same name, but appears in mixed case; it must still be updated. Ie. GOLF vs. Golf
Static Groups
Static Groups Interface
Inclusion Groups: lists all groups that are Inclusion Groups, meaning any member in this group will receive communication sent to this group.
Exclusions Groups: lists all groups that are Exclusion Groups, meaning any member in this group will NOT receive communication sent to this group. By default, anyone NOT listed in this group will receive communication. This is rarely used, and is usually on used if a select few people wish to NOT receive communication sent to ALL MEMBERS.
Adding Static Groups
Click the Add Group link.
The Add Group Interface will show as follows:
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To Remove Users, click on the box next to the user’s name and then click the Remove Selected Users Box.
Members Joining Opt-In Groups
Members can join Opt-In Groups in several ways.
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The Unsubscribe Link will take the user to a list of all Opt-In groups, whereupon they may update what groups they are in.
Emailing Static Groups
Emails can be sent to Static Groups in two ways, either from the Groups tab or by using the Compose Email interface.
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Click Update Groups, to then begin composing the email.
Dynamic Groups
Dynamic Groups Interface
The Dynamic Group Toolbar allows for several options:
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Available Fields: is where options for creating group rules are located.
Adding Dynamic Groups
To add a new Dynamic Group, click the Add Group Button (Green Plus Sign).
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- Run will allow you to review the results in the browser.
- Export to CSV will create a CSV export. This is especially useful for off-site data entry or tracking.
Emailing Dynamic Groups
Emails can be sent to Dynamic Groups in two ways, either from the Dynamic Groups tab or by using the Compose Email interface.
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Click Update Groups, to then begin composing the email.
FAQs
Q: I created a Dynamic Group and have sent an email to the Dynamic Group, but no one received it. Why?
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A: The easiest way to do this, is to create an Opt-Out group. Add that only that specific member to the Opt-Out group. Use this new Opt-Out group to email All Members instead, as this group will contain all member except for the one member in the Opt-Out Group.
Best Practices
By using Dynamic and Static Groups, effective target marketing via the Blast Email System can be achieved. The more groups available, the easier it will be to ensure that the right people receive the right message. This should also increase email open rates as users are not bombarded with messages that are not relevant to their interests.
Special Dynamic Groups may need to be set up to create certain recurring emails. For instance, if you’re looking to create a group that pulls members between the ages of 35-45 years of age, this is a Special Dynamic Group that must be set up by Clubessential.
Want to send out various Newsletters to your membership? Create a Static Group that is an Opt-In Group so members have the choice of receiving the communication. Don’t forget to Cross Market on your Newsletter as members may have varying interests.
Trying to target members who bought a particular beverage or food item? This can easily be done using Dynamic Groups since rules are based upon information from the Accounting System and the Directory. By creating a group of members who purchase a particular beverage or food item, you can then target that group again for specials or certain events based on their purchasing choice.
Downloadable Guide
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