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Video
This video contains highlights from a training Webinar given on Dynamic and Static Groups.
Note: Sections of the video have been referenced below with corresponding times in the video for ease of access
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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.
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From Static Groups:
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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.
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Adding Static Groups
Click the Add Group link.
The Add Group Interface will show as follows:
Add a Group Name, which should be detailed based on the type of group.
Add a Description if desired, which would be a few sentences explaining the group.
Choose a Group Type, Inclusion or Exclusion.
Check the Opt-In Group box if members are allowed to Opt-in/Opt-out of the group.
Show Member Listing will allow members to see who belongs to the group.
Allow Invitation by Members gives members the authority to invite other members to the group via email.
Only Allow Actions If in Group gives the above permission only if the member is in the group.
Choose a Group Category if categories are created to organize type of groups.
Click Create Group to continue.
Click ‘Click here to Continue’ to add members to the group.
You may now begin adding members to the group using the Add Members Interface.
Click Add Members to Group to pull up the Directory Listing.
This will bring up the Select Members Interface.
Scroll through the member name display and click on the member’s name in the Available Members column to move the member to the Selected Members box.
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By default, only members with a last name starting with A will appear. Use the ABC… box to choose a different letter to continue to add members.
You may also use the Search Box to search for members by last name, member number, or email.
Once all members are added, click Save Group Members to add the members to the group.
You may also create a Staff Only Group by following the same above steps, but add Staff by clicking on the Add Staff to Group button.
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.
Opt-In Groups will show on member’s profiles, so they can easily join and leave groups.
You may also add an Opt-In Group Plugin to a designated page(s) to market groups. Clubessential can assist with adding this plugin to a page as needed.
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Newsletters are another great way to advertise Opt-In Groups, and offer a way for members to opt-in/opt-out of various groups. At the bottom of every Blast Email will be an Unsubscribe Link.
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.
To send from the Groups tab, click on the group name in the Groups tab.
Next, click on the Send Group Email link.
This will bring you to the Compose Email Interface where you may compose your email.
To send from the Compose Email, go to the Compose Email Interface.
Click Add Static Groups link.
This will bring up the Select Groups Interface.
Scroll to find the desired Static Group and click the Static Group name to move to the selected groups box.
Click Update Groups, to then begin composing the email.
Dynamic Groups
Dynamic Groups Interface
The Dynamic Group Toolbar allows for several options:
Add New Group
Save
Save and Close
Close Out
Export Group: this will allow us to export group information in a new window, or export to CSV.
Send Email to Group: this will take us to the Compose Email Interface to email a specific Dynamic Group.
Make Group Static: mostly used by Clubessential to create special groups for page permissions.
Group Explorer: is where all of the groups are housed.
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).
Add a Name for your Group. Note: this should be detailed to what type of members are in this group (ex: Male Golf Members).
Next, click Save and Close.
Click the Group Explorer tab.
Scroll to find the group, and then drag the group to the center of the Dynamic Group Interface.
Next, open the Available Fields tab by clicking on it, which will list all applicable areas from the Directory and accounting system.
Choose the appropriate rules needed by dragging them to the center of the interface. Once all rules are added your screen should display the rules in the center of the Dynamic Group Interface.
Once all rules have been added, click the Save button and then Export Group to verify the right members were added.
This will take you to the Export Group Interface.
Click Available Fields, to choose which fields to export. (Ex: first name, last name, member number, membership type). Then choose Run or Export.
- 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.
To send from the Dynamic Groups tab, click on the group name in the Dynamic Groups tab and drag to the center of the screen.
Next, click on the Send Email to Group button.
This will bring you to the Compose Email Interface where you may compose your email.
To send from the Compose Email, go to the Compose Email Interface.
Click Add Dynamic Groups link.
Scroll to find the desired Dynamic Group and click the Dynamic Group name in the Available Dynamic Groups column to move Group to the Selected Dynamic Groups box.
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?
A: Double check the Dynamic Group rules to make sure they are set up properly. To do so, export the Dynamic Group to make sure members are in it. If members are in it, see if those members received the email. If they did not, make sure the members have their Received Email option enabled in their Profile.
Q: What’s the best way to get people to opt-in to a Static Group?
A: Members have the ability to opt-in to static groups via their profile, or the unsubscribe link in blast emails. A simple email reminder of how to do this in their profile or via the unsubscribe link should encourage members to sign-up. Create specific Static Groups that are relevant to your membership and the types of communication they wish to receive. Use that group to communicate to members see the benefit in belonging to the group.
Q: I have one member that does not want to receive blast emails sent to all membership, but we need to keep his “receive emails” enabled since he belongs to various static groups and dynamic groups that he wishes to receive communication from. How do we remove him from the All Members static group?
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.
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Downloadable Guide
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