Customise Your Email Triggers
Note: This is part 2 of a 4-part series on customising emails and SMS messages. Click here for Step 1: Customise Your Audience, Step 3: Customise Your Sender and Subject Line, and Step 4: Customise Your Message Content!
Step 2 of creating an effective email is ensuring the message sends when you want it to send. To do this, you need to choose the time a message sends and the triggering action that tells the message to send. (note: that this function is only for Automatic messages).
When you click into Step 2, you will see two fields: Send this message, and When:
Send this message - Instantly
This field lets you set the time you want the message to be sent. The two options are:
- Instantly - the message will send as soon as the trigger occurs, OR
- On a schedule - the message will send at a specific time after the trigger occurs
(if you choose this, skip to the On A Schedule section below)
This field is the triggering action that sends the message. If you want to send a message to your fundraiser immediately after someone donates to their page, then select New donation from the menu:
Note: All triggers are not possible for all audiences. If you don't see the trigger you're looking for, try changing your audience. We've updated the list of trigger options which gives even further customisable opportunities for campaigns. If you have any questions, don't hesitate to contact us for help!
Your message will now send immediately after a new donation is made! 🎉
Send this message - On A Schedule
Sending on a schedule can be a bit tricky, so let's dive into it more. When you select "On a schedule", the following fields will appear:
🟣 Field 1 asks for the number of time units you want to wait after the trigger occurs. For example, if you want to send a message 15 minutes after someone creates a profile, enter the number 15 here.
🟣 Field 2 asks for the unit of time you want to wait after the trigger occurs. If you want to send a message 15 minutes after someone creates a profile, select minutes from the dropdown menu:
🟣 Field 3 asks if you want the message to be sent before or after the trigger occurs. If you want to send a message 15 minutes after someone creates a profile, select after from the dropdown menu:
📝 Note: Make sure your selection is possible! If we choose before here, the message will try to send 15 minutes before a profile is created. We don't have information about people who will create a profile 15 minutes from now, so the message will never send.
🟣 Field 4 is the triggering action that sends the message. If you want to send a message to your fundraisers 15 minutes after someone creates a profile, first make sure your audience is set to Fundraisers & Teams (in Step 1), then select Profile made from the menu:
📝 Note: This field is a search filter that narrows results as you type. If you don't see a list of triggers when you click the dropdown menu, try deleting the field.
💡 A good tip to remember: All triggers are not possible for all audiences. If you don't see the trigger you're looking for, try changing your audience. If you have any questions, don't hesitate to contact us for help!
At any time vs. At a specific time
So, using the example above, now we have an email that will send 15 minutes after a user creates a profile with your campaign. That means that if a user signs up at 12:15am, they will receive the email at 12:30am.
But what if you don't want to send your participants emails in the middle of the night? What if you'd rather send your message at 9am instead?
To do this, we need to change the Send to fundraisers & teams at field from any time to a specific time:
When you do this, two new fields will appear:
🟣 Field 1 asks for the time of day you want the message to be sent. If you want to send a message at 9am, select 9:00 AM from the dropdown menu.
🟣 Field 2 asks for Field 1's time zone. If you want to send a message at 9am Australia/Sydney time, select Australia/Sydney from the dropdown menu.
Great! 🎉 So now we've created an email that will send at 9am Australia/Sydney time after a user creates a profile. But what happened to the 15 minutes fields? Are they ignored?
Not quite. When you choose to send a message at a specific time, the time frame you chose becomes the amount of time the system will wait before sending your message. This is less important in the example above, but let's say you wanted to send a welcome email at 9am, 3 days after a user created a profile.
From what we've learned, we know our trigger should look like this:
But when will the message actually send? The answer is: it depends on when the user creates their profile. Take the following example:
- User A creates a profile on Wednesday at 7am Australia/Sydney time. The system will wait 3 days until 7am Saturday, then wait 2 more hours and send the email at 9am Saturday.
- User B creates a profile on Wednesday at 3pm Australia/Sydney time. The system will wait 3 days until 3pm Saturday, then wait 18 more hours and send the email at 9am Sunday.
The number of possible trigger configurations is intentionally enormous because we want you to have as much control over your communications as possible. While this is is great, and powerful when used well, we also understand it can be confusing. If you have any questions, don't hesitate to contact us for help!
Now that we've set our trigger, let's add our sender address and message subject!