Send Email Message

Send Message allows you to send individual and bulk email messages based on the list of participants you filter for in the List Builder.

In this article:

• Send Emails

• Email Templates

 

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Send Emails

You can send individual emails or emails in bulk to multiple profiles with the Send Message feature. Messages will be sent to all of the profiles that you filter for in the List Builder. You can further narrow your email recipients in the Profiles List by checking the boxes to select individual profiles. 

Email messages are sent from notifications@campdoc.com, notifications@schooldoc.com, or notifications@docnetwork.org. so a Best Practice at the beginning of the season is to ask your participants to whitelist the campdoc.com, schooldoc.com, or docnetwork.org domain to make sure that these emails are not blocked or marked as spam by their email servers. You must have Send Emails permission to use this feature.

To send an email:

1. Log in to your Provider Portal.
2. In the List Builder, filter for the profiles that you want to receive the email.
   Note: All authorized users for a profile will receive the email. This does not include CampGrams only users. 
3. (Optional) Add the Users has 1+ Users condition to see only profiles that have authorized users in their profiles.
4. In the List Builder Menu, click SEND MESSAGE.
5. Click the Email button.
6. Do one of the following depending on whether you want to use an Email Template:
   • If you want to use an Email Template, in the Load A Template box, select an Email Template, add an attachment if necessary, and then click the SEND button.
     Important: You must have a saved Email Template to use this option.
   • If you do not want to use an Email Template, go to step 6.
7. In the Subject box, type the subject of the email.
8. In the Reply-To box, select the email address that will receive any replies to the email.
   Note: Your email address will appear as the default Reply-To email address. The other Reply-To email address options are taken from the General, Billing, and Medical Contacts for the organization chosen at the beginning of the season.
9. In the Message box, type the email message.
10. (Optional) If you want to add an attachment, click the Choose File button, and then click the Upload button.
    Note: You can remove an attachment by clicking the red X.
11. Click the SEND button.

You can see all of the notifications that a participant received in the Notifications tab of their Profile. You can also create an All Notifications Standard Report to see all of the Notifications sent to the profiles you filtered for in the List Builder.

 

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Email Templates

If you find yourself sending the same email message out frequently during a season or from year-to-year, you can create and save an Email Message Template. You can also overwrite an existing Template and choose whether or not you want to share your saved Templates with other providers in your organization. 

To create, overwrite, and delete an Email Message Template:

1. Log in to your Provider Portal.
2. In the List Builder Menu, click SEND MESSAGE.
3. Click the Email button.
4. (Optional) If you want to overwrite or delete an existing template, select the template from the Load A Template box.
5. Click the MANAGE TEMPLATES button.
6. In the Template Name box, type the name of your template.
7. In the Subject box, type the subject of the email.
   Note: The Reply-To box email address does not save in an Email Template. It will continue to default to the email address of the provider logged in at the time.
8. In the Message box, type the message that you want to save.
   Note: Attachments cannot be saved to a template. You can add an attachment when you are ready to send an email message.
9. (Optional) If you want to share your template with other providers at your organization, check the box to select Share With Other Providers.
10. Do one of the following depending on whether you want to save a new template, overwrite an existing template, or delete an existing template:
    • If you want to save a new template, click the SAVE NEW TEMPLATE button.
    • If you are overwriting an existing template, click the OVERWRITE EXISTING TEMPLATE button.
11. If you want to delete an existing template, click the DELETE TEMPLATE button.

Saved and shared templates appear in the Load a Template list.