With the Bulk Email Builder, you, as an admin, can send bulk emails for program rollouts, custom reminders, announcements, and more without the need for a bulk recognition. Sending emails with this tool will not create recognitions, which results in recognition data reflecting more accurate metrics. Reference the article below for instruction on accessing the Bulk Email Builder, sending a bulk email, and managing the bulk email queue.
Note - Any email sent through this tool will need to be classified with the “Bulk Email”, "Point Balance Reminder", or "Recognition Reminder" email types; any other email type will not be accepted by the builder. Reference the Email Template Easy Editor article for more information on creating a bulk email.
Accessing the Bulk Email Builder
To access the Bulk Email Builder:
- Select the Admin button at the top right of the homepage.
- Click the Queues tab.
- Click Bulk Email.
Sending a Bulk Email
Start by selecting the Schedule Bulk Email button. Follow the steps below to configure the bulk email:
- Send Date - Select a date you’d like to send the email.
- Send Time - Select a time you’d like to send the email. The time zone will register based on the location reported by your internet browser. If the time is set in the past, the email will be sent at the top of the next hour after submission.
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To - Enter metadata or individual names of email recipients. If emailing a large list of users, copy and paste a list of employee Ids and/or emails in this field. Check the box next to “Send to Everyone” to send the email to all individuals registered in your organization’s user file. You’re able to select multiple metadata values and user names if desired.
- If multiple metadata values of the same category are selected, the logic will assume an ‘or’ statement. For example, the email will be sent to any user with the ‘VP’ or ‘Manager’ tag under the #Title metadata field. On the other hand, if you select multiple metadata values from different categories, the logic will assume an ‘and’ statement. For instance, the email will be sent to any user with the ‘Employee’ tag under the #Title metadata field and the ‘Part-time’ tag under the #Job Group metadata field.
- Email Template - Designate which email template will be used by selecting an email template name from the dropdown menu. View available email temples by clicking the Manage Email Templates link. Be mindful that any email template sent through the Bulk Email Builder needs to be categorized with the “Bulk Email”, "Point Balance Reminder", or "Recognition Reminder" email types; any other email type will not work. Utilize the Email Template Easy Editor to build a bulk email template.
Click Preview Email to get a view of what the recipient will receive. Click Next once satisfied with the Bulk Email settings, verify the details, and select Schedule Bulk Email.
Managing the Bulk Email Queue
Upcoming emails to be sent will appear in the Pending tab and emails that have already been delivered will register in the Sent tab. The Sent tab will allow you to view details of when an email was sent and to who/which email address.
You will also be able to view any errors that may have occurred at the time set to send an email. If a user wasn’t sent an email due to there not being an email attached to their name, you’ll need to update their user information on the Users tab or through the next user file upload. Once updated, click Retry All Errors to resend the email immediately. Be sure to update subsequent user file uploads with any missing emails if you choose to update user information on the Users tab.
Eliminate any pending emails by selecting the checkbox to the left of the email and clicking Delete.
If you have any questions, please contact Awardco Admin Support.