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Overview
Mail Reporting tracks the sending details of emails sent through the Compose Email function of the website. Mail tracking is an important feature to review the effectiveness of the emails. Use Case(s) Email is a cost effective and easy method to communicate with your membership. Through Email, you can notify members of upcoming events, share important news, and even target specific groups of members based on interests. Of all the emails sent, how effective are they? By using Mail Reporting, it is easy to see how many members receive the communication, who opened the email and clicked through links, and who is not receiving email. From these statistics, alternate actions can be taken to ensure the messages are being delivered and that the right members are receiving communication. |
Video
This video contains highlights from a training Webinar given on Mail Reporting.
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| Total Video (Length) | 8:16 | |||
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| Accessing Mail Reporting | 0:43 | Unsubscribe | 4:54 | |
| Mail Reporting Overview | 1:10 | Bounce Blacklist | 5:13 | |
| Sent Emails | 1:22 | Email Complaints | 6:26 | |
| Message Details | 3:26 | Single Email Report | 6:51 |
Content
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Accessing the Tool
To access the email creation tools, follow the steps below depending on your access role.
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The following Mail Reporting Interface will launch.
Mail Reporting Tools
Mail Reporting offers a variety of tools and metrics to track emails sent. Below will detail each tab and how to use the tab for gaining metrics.
Sent Emails
Sent Emails shows all emails that are sent for a selected date range.
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Links in Message is the total number of links in the email. Effective emails should at least have 1 link per message.
Message Details
To view details about individual messages, click the email subject from the Sent Emails tab.
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This report can identify the reason why the bounce occurred, so actions can take place. In most cases, bounces will occur if the email address is not valid so it is best to make sure email records are up to date. If bounces occur due to being flagged as Spam, contact the email owner to facilitate help from the email owner’s email provider to allow emails to be delivered. Once an email is on the Bounce list, it is important to not email that account until it is verified that the email will not end up on the Bounce list in in the future.
Scheduled Emails
Scheduled Emails shows all emails that are scheduled to be sent at a later date. This is not typically used for reporting, rather it shows what is on deck. From here, you may also edit or cancel Scheduled Emails.
Unsubscribe
By clicking on the Unsubscribe tab, we can see who has unsubscribed from email communication.
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Once on their profile, checkmark the “Receive Emails” checkbox enlist the member in email communication.
Bounce Blacklist
Email addresses that bounce two or more times will end up on the Bounce Blacklist. Most email addresses end up on a Bounce Blacklist if the service provider of the account believes that certain messages are Spam. This is used as protection by the email service provider for unwanted or even dangerous email communication.
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You may manually remove a member from the Bounce Blacklist by clicking the Remove link next to their name, however, the email should only be removed if verified that the email will not end up on the Bounce Blacklist again.
Email Complaints
If a member marks a club communication as Spam, this will place that member on the Email Complaint list which will prevent them from receiving communication.
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Note: Contact the member first before removing from the Email Complaint list. The member may not want to receive particular email communications. Remove the member from certain, or all, email communications to ensure they are not receiving unwanted emails; then remove the member from the Email Complaint list.
Single Email Report
This can be used to review single emails sent to individuals. This can be used by Admins to track emails such as reservations.
FAQs
Q. I sent an email to a member, but they did not receive the email. Why?
A. Check the Bounce Blacklist or Unsubscribe tab first. If the member is on this list then they will not receive communication. Remove from these lists so members can receive communication. If the member is not on either of the lists, check the Sent Emails tab to see if the email is correct.
Best Practices
A day or two after sending any email communication, it is best to check the Mail Reporting feature to capture important information on the effectiveness of the emails.
Use the Bounce Blacklist and Email Complaint tab frequently to keep these numbers low. Look into why members are added to this list and how you can remove them from the list.
- Use target marketing to increase effectiveness in emails, which should return better results seen in Mail Reporting.
Downloadable Guide