To add an email record:

• Click on Add Email Record.
• Enter First Name, Last Name, and Email Address.
• Enter Address and Phone information (optional)
• Select the appropriate categories.
• Hit Save.

To add multiple email addresses in bulk:

• Click on the Add Multiple Email Addresses link in the right-hand corner.
• Option 1 - add the email addresses with each one separated by a comma or line break.
• Option 2 - Add email addresses with first and last names - each row must be separated with a return. Select Comma Delimited if your data has a comma separating email, first name and last name on each line. For example, pete@google.com, Peter, Practice.  Select Tab Delimited if your data is being copied from Excel with tabs separating email, first name, and last name.
• Click Next.  
• Select the appropriate categories.
• Click Next.
• If data looks good on Confirm Upload screen, click Save.

The Email Center is a communication system organized by categories and subcategories. The first step in setting up the Email Center is to create the categories.

• Click on Categories under Email Center.
• Enter the category name in the new text field.
• Enter a description (optional).
• Select either Public or Private from the drop down menu.
  Please note: PUBLIC means that anyone can sign up for this list. If unchecked, it becomes a private list and will not allow people to sign up for the Email Center on the front of the website.
• Click the SAVE button after each addition.

Subcategories can be added to any main Category. Subscribers can opt-in to any subcategory or for the entire main category.

To add a Subcategory:

• Click on the Categories link, then on the subcategories link below the main category.
• Enter in the subcategories and hit Save.

An existing main category can be moved to a subcategory by clicking on the move existing category as sub link (located in the add subcategory area).

Deleting a Category:

• Click on the red Delete! link to the left of the category in the Delete! column.
• Click OK to confirm deletion.

The system will display the number of email records associated with the category that will also be deleted upon confirmation. To proceed with deletion of category and all associated email records, click on the Delete button.

Please note: email records associated with more than one category will not be removed from the other assigned categories - only the category being deleted.

ID Number - Categories and subcategories are assigned an ID number. A Quick Link or goto page can be created to link directly to a specific list category or subcategory.

Under the column titled ID, click on the ID link to view the front end page. Copy the URL, for example, emailsignup.cfm?CategoryID=3 and paste it into a Quick Link field or goto page.

On the front end, visitors will be directed to the specific category with an option to view all lists.

Creating Main Categories from existing Subcategories -  easily move existing subcategories (and all subscribers in the subcategory) to the Main Category level.

• Click on Categories and the subcategory you'd like to move up one level.
• Click on the link for the number on list.
• In the footer, click on the More Info link next to Change this subcategory to a main category?
• Select Make this a Main Category and hit OK.

Although a central site administrator will handle the creation of the categories for the Email Center, each category can have a designated manager to maintain the list for their group. This allows groups to control their own email lists and also to use the website to send out “email communications” to only their respective lists.

To establish Category Owners:

1. Click on Category Owners.
   
   
2. Click on the Edit link in the Owners column next to the appropriate category.
   
   
3. On the next screen, select the individuals who will manage the category. This list pulls in the Administrators that have been setup for the site.
   
   
4. If the person needs approval before sending out any communications, select the Needs Approval box. 
   
   
5. Scroll down and hit Save.
   
   
6. To select the approvers, click on the edit link next to the category. Then click on the Select Approvers link under the owners name.
   
   
7. Check off the approvers. Note: admins requiring approval will not see the list of subscribers on step 4 for security reasons.
   
   
8. Hit Save.

1. Click on Edit Email Records.
2. You can either search by Last Name, Email Address, or Category list.
3. Click on the email record you want to edit.
4. Make the appropriate changes.
5. Hit Save.
6. Please note: to add additional categories to an existing account, click on edit email address.

• Click on the Categories link.
• Click on the red Delete! link to the left of the category.
• Click OK to confirm deletion.
• The system will display the number of email records associated with the category that will also be deleted upon confirmation.
• To proceed with deletion of category and all associated email records, click on the Delete button.

• Click on the Edit Email link.
• Click on the main Email Category you wish the move the category to.
• Click on the Move Existing Category as Sub link.
• Click on the category you wish to make a sub category.
• The category will then be moved to be a sub category.

In this area, you can control the From Email Address field, sort the addresses and add new ones. Click on From Addresses.

Under Email Defaults - Options, select Yes or No for the email address to show in the From field. Hit Save.

Re-sort the order in the Prepare Email Step 2 drop down menu by editing the sort number, hit Save when finished. Webmasters control the 4 options for no reply, info, user-self reply and own admin address. Site admins locked down to a location will only see email addresses for their particular location.

Additional Email Addresses
Add other email address options to the From Address menu by entering in the text field, select the Location and hit Save.

To view a history of the emails that have been sent, click on History. On this screen, you can view your personal emails as well as the date and category they were sent, the number of people each was sent to and whether or not the communication was completed. If the email had any clickable items such as links or files, you can track number of clicks in this area.

There are 4 steps involved in preparing an email communication.

Step 1:

• Select the email template to use. 
• Check off the category(ies) you'd like to send to. If you reach the maximum number of categories allowed, the system will prompt you with "You have reached the maximum number of categories that can be selected for this email communication. Please prepare a new email for any additional categories."
• Determine if the communication should be sent immediately or at a later date and time. Please note: the system sends to the subscribers as of the date the communication was created not actually sent.
• Hit Next.

Step 2:

• Enter in a Subject.
• Select the From Email address (these options are managed in the From Addresses area).
• Select the Importance rating (optional). 
• Enter in the email message copy. 
  • Please note: if you paste content from Word or another software program in the email message area, click on the Remove Word Formatting button to remove any unnecessary HTML coding that may cause issues. We also recommend sending a test email to yourself before sending to the entire group.
• Add in a URL (optional).
• Hit Next.

Step 3:

• If you would like to reference a file from the Filing Cabinet, select the category the file exists in, hit Next. Select the checkbox of the file(s) to reference and hit Next.

  *If you do not plan on referencing a file, simply hit Next to go to the final screen.

• Click on Templates.
• Click on the template hyperlink.
• Enter in the footer information or update the template name.
• Hit Save.

Please Note: additional templates can be created and can be category specific or even holiday or season themes. Contact support for more information.