SENDING BLAST MESSAGES

Size: px

Start display at page:

Download "SENDING BLAST E-MAIL MESSAGES"

Sharyl Clarke
10 years ago
Views:

1 SENDING BLAST MESSAGES AYSO Regions, Areas and Sections have been clamoring for the ability to use eayso to send messages to players, parents and volunteers. easyo2 now has the function built in. This will be a very handy function for our RoadShow event coordinators. At this time, only the Regional Commissioner, Trusted Data Manager, Area Director or Section Director has this access included in their blanket package of rights. However, each of those can assign the single access right to use the function to individual volunteers within their Region, Area or Section, through the following path: Section >Admin >Access Rights. In order to be granted access rights, a volunteer first must (a) have completed an online volunteer application form (even if they ve been around forever and even if there is already a record for them in eayso) and (b) have a user name and password. Volunteers who have not yet completed this process must be instructed to go to click on the First time button and follow the onscreen directions. While completing the online application, they will see a screen where they will create their user name and password. They must create a user name and password. The application must be submitted to the volunteer s Region (or sent to the NSTC) and accepted by the CVPA in the system. This will assign an AYSO I.D. number to the volunteer. Before starting to assign the access right, you will first need to know the AYSO I.D. number for the volunteer and his/her address. Use Lookup >Volunteer to find the I.D. number and address. Once you have the I.D. number, here s how you assign a single access right (e.g., Campaign). Page 1 of 8

At this time, only the Regional Commissioner, Trusted Data Manager, Area Director or Section Director has this access included in their blanket package of rights.

2 ASSIGNING A SINGLE ACCESS RIGHT 1. Log on to eayso 2. At the Welcome screen, rest your mouse on Section, move to Admin on the drop down list and then select Access Rights from the fly out menu. The Volunteer Access Rights wizard opens. 3. Enter some or all of the characters of the first and last name and then click on the button labeled Search. 4. In the Select Volunteer window, the list of user names will be filtered to show only those that match the name you entered. 5. If you recognize the user name for the volunteer in question, click on the name to highlight it. a. If the search reveals more than one user name, check them against the address you noted during the Volunteer lookup to ensure you assign rights to the correct volunteer or to the user name the volunteer uses most frequently. b. If the address does not match any of those on this screen, or there is some doubt as to which log in to select, you should contact the volunteer to confirm which one he/she uses before proceeding. 6. After the screen refreshes, an AYSO ID number may appear in the Provide User s AYSO ID field. If so, confirm that it matches the ID Page 2 of 8

In the Select Volunteer window, the list of user names will be filtered to show only those that match the name you entered. 5.

3 number you copied during the Volunteer lookup. Make note of the number of existing access rights already assigned to the volunteer. c. If no ID number appears, enter or paste the AYSO ID number you found during the Volunteer Lookup and click on the button labeled Update AYSO ID. 7. Click the radio button next to System Function. 8. In the System Function drop down, scroll the list and click on Section Admin Campaign. d. Then click on the Assign Rights button. If you would like to give additional access, click on another access right from the drop down list and click again on the Assign Rights button. e. When the screen refreshes, you should see a green confirmation message at the top indicating the right was assigned successfully and access right should appear at the bottom of the screen. If the volunteer already had access rights the number of rights assigned should have increased by 1. Page 3 of 8

If you would like to give additional access, click on another access right from the drop down list and click again on the Assign Rights button. e.

4 Page 4 of 8

5 SENDING A BLAST MESSAGE 1. Log onto eayso. 2. At the Welcome screen, rest your mouse on Section, move to Admin on the drop down list and then select Campaign from the fly out menu. The Campaign wizard opens. Click here 3. By default, the Wizard shows the selection criteria for setting up a Player campaign. To send an to a group of Volunteers, click on the Volunteer tab in the blue band at the top of the Wizard screen. When the screen refreshes you will see the Wizard for setting up a Volunteer Campaign. Page 5 of 8

The E-mail Campaign wizard opens. Click here 3. By default, the Wizard shows the selection criteria for setting up a Player E-mail campaign.

6 4. By default, the Campaign wizard will limit the selection of addresses to volunteers from the user s own Area and Region. Open the Region drop down list and select All to broaden the capture of addresses to all volunteers in a given Area. Open the Area drop down list and select All to broaden the capture of addresses to all volunteers in the Section. 5. By default, the system will display all the postal zip codes for the search criteria selected in step 4. If you wish, you can narrow the search further by deleting some or all of the zip codes and manually entering one or a few specific zip codes. If you enter more than one zip code, remember to separate each with a comma. 6. Next you will select the volunteer positions for the volunteers you wish your message to reach. Scroll the list in the window on the left, click on the position and then click the button in the center with a right-facing arrow to move that position into the window on the right. Repeat these steps for additional volunteer positions. a. NOTE: In our experience some CVPAs do not assign positions to their volunteers, especially coaches and referees, so the action above may miss some people. b. As an alternative suggestion, scroll to the bottom of the positions list, select Regional Volunteer and then move it into the window on the right. Every volunteer is assigned this position by default upon Page 6 of 8

Open the Area drop down list and select All to broaden the capture of email addresses to all volunteers in the Section. 5.

7 acceptance by the CVPA. If you want your message to reach all volunteers, this is a good selection to use. 7. Scroll down if necessary and click on the button labeled Next. The message screen opens. Type your message here or compose in Word, copy your text and paste it here. Change this to something that better describes the Subject of your message. Then click here to see what your message will look like. 8. Note the pre-filled entries in the Sender s name, Sender s address and Subject windows. We urge you to enter the specific subject of your message in the Subject window (e.g., Section 10 RoadShow Announcement). 9. You can type your message directly into the blank message window, where you have some limited formatting options. Alternatively, you can prepare your message in a Microsoft Word document, copy everything when you are done and then paste it all into this window. 10. When your message is prepared, scroll down if necessary and then click on the button labeled Preview & Send. 11. When the screen refreshes you will be able to see how your recipients will see your message. Click Previous if you want to go back and fix something. Click on Preview & Send again when finished. 12. When you are satisfied that everything reads as you want it, click on Send. Page 7 of 8

Then click here to see what your message will look like. 8. Note the pre-filled entries in the Sender s name, Sender s email address and Subject windows.

8 These addresses will actually be entered in the BCC window in order to preserve confidentiality The number of addresses that matched your search criteria Check this box. Then click here. 13. You will see a green message at the top of this screen indicating that your message was successfully sent. Please call or send an to [email protected] if you have any questions. Thank you for using eayso, Page 8 of 8

You will see a green message at the top of this screen indicating that your message was successfully sent.

Mail Merge (Microsoft Office 2010)

Mail Merge (Microsoft Office 2010) Microsoft Word s 2010 mail merge feature allows users to create one document, such as a customer appreciation letter, promotional letter, or an employee appreciation