Broadly speaking, sending a group communication requires two steps: creating a group of leads (a step you only have to do once for each group) and then sending that group a message (which you can do however often you want).
Step 1: On the “Marketing” tab, “Manage Groups” sub-tab, click “+ Add Group”.
Step 2: On the “Manage Group” page, enter a Group Name, select at least one Applicable Status and select at least one Applicable Age Group.
Step 3: Then select any other options that will identify the leads you want to contact.
(Note: it is okay to leave fields blank; blank fields are simply ignored when ChildCareCRM is identifying leads to be in your group.)
Step 4: Click the “SAVE” button at the bottom of the screen.
(In the example below, a director wants to email new location hours to every lead who was a lost opportunity due to the center’s hours--i.e. the Lost Opportunity Reason was “Hours Open”.)
(The examples below focus on group emails, but during Step 3 below you can select texts, tasks, etc.)
Step 1: On the “Marketing” tab, “Manage Group” sub-tab, click the green "Send Group Communication" icon for the group you want to communicate with:
Step 2 (Optional): If this communication is part of a marketing campaign, select the campaign.
Step 3 (Required): Select the type of communication you want to send out.
The screen will change based on the type of communication method you choose.
Step 4: Fill out the form that appears. For example:
A (Optional): Select an email template.
B: Enter or review/edit the “Subject” of the email.
C: If you want to copy emails to leads’ alternate email addresses, check the box.
D: If you selected a template, that template's communication type will auto-populate--move to "E" below. If you are not using a template, select "Marketing" if the purpose of the communication is to pitch your services, "Service" if it is a reminder of an upcoming event, or "General" otherwise.
E: If you want to notify your Director when this email goes out, check the box.
F: Add, review or remove attachments as necessary.
G: Enter the date and time you want the email to be sent. Make sure you select a point in the future, not the past.
H: Select who should get any replies.
I & J: Decide who the email should be from (as far as what the leads will see in their email box).
K: Type or review/edit the message to the group members.
Step 5 (Optional): If you would like to preview the leads that will receive your communication, click "PREVIEW LEADS".
Click "NEXT" to proceed.
Step 6: If everything looks correct on the confirmation page, click the blue button to send your communication: