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.
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.
Required Permissions
Admin
Group Definitions
Static Group: groups that include specific members that were placed there manually. These can be inclusion or exclusion groups.
Static Opt-In Groups: special static group that allows members to opt-in to the group. Members can opt-in/opt-out by accessing their Profile page in the Member Directory.
Dynamic Groups: groups that automatically include members based on rules you define from the Directory or accounting system.
Note: in order for any of these groups to work properly, all information in the Member Directory must be up-to-date.
To access Static & Dynamic Groups follow the steps below depending on your access role.
Admins: Hover overAdmin bar in the left hand corner of the screen, select Dynamic Groups or Groups. Note: these are linked in the same interface, so you can toggle between the two once you either click Dynamic Groups or Groups.
The Groups Interface screen will launch depending on which path you choose, either Dynamic or Static.
Since both groups are in the same interface, use the tabs to toggle between either Static or Dynamic Groups:
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.
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.