You can use MSP’s built in Emailer to send customizable emails to your volunteers that can contain personalized content, including the volunteer’s serving preferences, can’t serve times, the list of services for which he or she has been scheduled, or even a list of unfilled positions in the volunteer’s qualified ministries. These emails are sent through our email servers, so you don’t even need to worry about configuring the program to work with an outside email account. The Emailer also contains built-in templates for common emails, including an “Introductory email” designed to send to all volunteers when getting started with MSP.

To access the Emailer, click on the Emailer heading on the left hand side of MSP’s main screen. The Emailer pane is very similar to the controls found in an ordinary email program. You may specify recipients for the email, the email’s subject, attachments, and the message body.

Recipients

Send To

The “Send to” controls allow you to send the email to all of your volunteers, just a particular ministry, or just some select volunteers that you pick as recipients. You can further narrow down the recipient list using MSP’s powerful list filtering tools by clicking on the “Moreover, only send to those volunteers passing | this filter” button. For example, you may specify a filter for only volunteers that are able to serve at the 10:00 AM Sunday service in order to only send the email to those volunteers.

Bcc

The “Bcc” field can be used to send a copy of the email to recipients other than your volunteers. You may use semicolons or commas to Bcc multiple addresses. (Note that the special token replacements described below are not made in the emails sent to the addresses specified in the Bcc field.) By checking the “Cc to me” option you may automatically send a copy of the email to the address you specify as the “From” address for your emails (see below for more information on “From” address setting). The copy of the email you receive will include a list of volunteers that received the email.

Content

Attachments

By using the attachment controls you may attach any type of file to your emails including finalized schedules and rosters. (There is a 3 megabyte limit on the combined size of all attachments.)

Message Body

The body of the email message is fully customizable. It will appear to your volunteers exactly as it is entered into the message field of the Emailer except that any “tokens” will be replaced in each message sent with the corresponding information for each volunteer. For instance “{{FirstName}}” will be replaced with the first name of the recipient volunteer. Any font, size, or style information applied to the token will also be applied to the text that appears in the final emails. Please see Appendix A – Guide to Tokens for a full inventory of all available tokens and what information they insert. You may insert tokens in your email simply by typing the token into the message area or by choosing the token from the {{Token}} menu above the message area.

Note that some tokens have settings that affect the final text they produce. You can access these settings by choosing “Token options…” at the bottom of the {{Token}} menu. This “Token Options” dialog will also be displayed by default just before sending any email that contains tokens that have related options. Uncheck “Show only tokens that are included in this email” in the lower left corner of the dialog to access settings for all tokens.

Other Emailer options

Send

Once you are ready to send your email, click Send. A confirmation will appear letting you know the number of recipients and confirming it sent.

Preview

To see a preview of what the email will look like when it is sent to a particular volunteer (after the token information has been automatically inserted), click on the “Preview…” button at the top of the Emailer pane. The list of volunteers set to receive the email will appear, and by selecting a name the token will get filled with information for that particular volunteer. This is also a good way to see at a glance who the email will be sent to.

Print

The “Print…” button can be used to print a copy of the email for each recipient with any special token replacements already made. This feature can be used to generate personalized schedule cover letters that contain, for example, each volunteer’s name and the list of services for which he has been scheduled. Using the options on the Print menu, you may easily out print an email for all recipients, or only for those volunteers who do not have email access.

Settings

Token Options

Click to access the Token Options.

Preconfigured Templates

Click to populate one of the preconfigured templates and associated settings.

Save these settings

Click to save a copy of the currently loaded email as a file on your computer for easy recall at a later date. Saved files will only be accessible from the computer where they were saved.

Load these settings

Click to load a previously saved email file.

Clear settings

Clears all of the settings, including the body of the email, attachments, and send to options.

“From” Address

You may use the “From” Address… button to set the sender address recipients will see on emails. Replies, and notifications of errors (invalid email addresses, full mailboxes, etc.) will be routed to this address.

The first time you use the Emailer you will be prompted to enter a “From” address. You can set a “From” addresses for individual ministries, so that emails to a single ministry will appear to be from the ministry leader, who will receive any replies to the email. The default “From” address you specify will automatically be used unless you send an email to an individual ministry that has a different “From” address entered. You can change the default address at any time by using this “From Address…” button. To easily change to a different “From” address, you can browse “Recent Addresses” in this window to choose a recently used “From” address.

Please note that the emails will appear to be from a slightly modified version of the “From” address that you enter, because they need to come from “clients.ministryschedulerpro.com” to ensure that they are not flagged as spam. Therefore, the “From” address you provide will be modified so that it ends in “@clients.ministryschedulerpro.com.” Any email that is sent to the modified “From” address will automatically be forwarded to the actual “From” address.