Email Marketing Beginner Webinar Reference

The easiest way to access the Support Portal is by way of the orange ‘e3 Help’ button at the top right of the Club Central (the administrative portion of your club’s website). Click on this button to open the ClubHouse Online e3 Support Site.

At the very top of the window you will find contact information for the Support Team in the event that additional assistance is required.

Below you will find contact information for the ClubHouse Online Support Team:

Jonas/Encore Clients
Tel: 1.800.352.6647 press 1 for support and 3 for ClubHouse Online
Email: [email protected]

Clubsystems Group Clients
Tel: 1.800.356.4242
Email: [email protected]

Topics

Login
Email Marketing Dashboard
Contacts
Lists and Segments
- Segments
- Lists
Campaigns/Messages
- Insert Images
- Insert Links/Email Addresses/PDFs
Reports
Media Library
Message Center

Login

Once logged in, Administrators will have access to a ‘Switch to Club Central’ link – clicking on this link will take Administrators to Club Central, the administrative portion of your club’s website.

Upon entering Club Central, the Dashboard will appear with application tiles which provide access to the various modules and different areas of Club Central. Click on the Email Marketing tile.

If the Email Marketing module is not on the Dashboard, it can be found under the Globe icon in the top left that opens the Application List – under Modules you can find Email Marketing. If you want to add Email Marketing to your Dashboard, click on ‘Start Tour’ button found under the Globe icon.

Email Marketing Dashboard

Once you are in the ‘Email Marketing’ Module, you will be presented with a dashboard that provides quick access to start an email campaign, add contacts, and create a sign up form.
It also displays recently modified campaigns/emails, contacts growth summary, and the last email campaign’s activity.

Contacts

Contacts can be brought into Email Marketing in a variety of ways. Integration between your Accounting System and Email Marketing is one way, which means any changes made in Accounting will be updated within Email Marketing when an export is run. See Member Export below for more information. If any changes are made in Email Marketing, it will not update your Accounting System. The only time contacts should be added manually is if they do not have a member number at your club but you still wish to send them emails (i.e. employees, or potential members).

Member Export

The Member Export will bring over field information associated with members within your Accounting System. By default, a number of fields will be brought over. This information can be used to create segments, search for contacts and to customize information in the messages, similar to a mail merge. It is very important for you to export your contacts from your Accounting System. Some clubs run this a few times a day, some run it once a week. To ensure that the contact information is current make sure you run the export prior to sending out a message.
For more information about the export process click here:

Jonas:
http://support.clubhouseonline-e3.com/clubbroadCast/Export-Utility-en.aspx

CSG:
http://support.clubhouseonline-e3.com/clubbroadCast/Export_Utility.aspx

Encore:
Export runs automatically.

Contacts in Email Marketing

The Contacts tab contains a table which all of the Contacts within Email Marketing are displayed. The list of contacts displayed can be filtered by any of the columns within the table: Email Address, First or Last Name, Status, etc. You are able to Show or Hide fields in the table by clicking

on the top right. The list of fields from which you can choose is based on those that were exported from your Accounting System.

Adding a Contact

This feature is useful in the event that you want to use Email Marketing to communicate with contacts that do not exist in your Accounting System and will never be added into the Accounting System.
You can add a new contact by clicking on the ‘Add New’ button:

The only mandatory fields are Email Address, First Name, and Last Name. However, you may fill out any of the other fields, if you want to use that field information for segmentation, searching, or mail merge. Make sure you click Save & Close after you are finished adding a contact.

Import Contacts

If you have a list of contacts who are not in your Accounting System (a list of your employees or potential members), the Import feature will allow you to import many contacts in bulk by way of .csv file, or copy and paste your contacts to save time when adding new contacts.
Click on the ‘Import Contacts’ button to start the process:

Lists & Segments

Segments

In List and Segments section click on the Segments Tab.

Segments are dynamic groups of contacts grouped together by criteria that you specify, ensuring the targeted message reaches the intended recipients. For example: you are looking for Member Status = Active, Gender = Male, City = Toronto. If the member changes status from Active to Suspended, make sure you run your export and recalculate the segment by clicking on the refresh icon.

Note: Segments only pull subscribed contacts. Anyone that is bounced and unsubscribed will not be included even if the contact matches the specified criteria for the segment.
You can create a new segment by going to the segments tab under ‘Lists and Segments’ and clicking the orange ‘New Segment’ button:

Filter Type: Always choose Contact Field from the drop down.
Using the field: Use the drop down menu to choose the field by way of which you want to group your contacts. If you do not see the field you want to use click on the ‘More’ button at the bottom of the drop down list.
Contacts whose value: Use the drop down list to decide what qualifier you want to use (“is” or “is not”), and then specify the value within the selected field you are referencing to set up the criteria. For example: Member Status (Field) is (Qualifier) Active (Value).
As shown in the image above, you are able to use multiple member statuses or other contact fields to create a segment.
Note: If you use multiple filters, you must be aware of the ‘AND/OR’ button marked in red in the image above. The ‘OR’ button could be changed to an AND. In the example shown in the image above, if the OR was changed to an AND, the system will try to look for contacts with the member status of active AND spouse AND full. As result, the system will be unable to find contacts with all three of those statuses, that is why it is very important to pay attention to the ‘AND/OR’ button when using multiple filters to create a segment.
You can add or remove filters by clicking on ‘Add Filter’ or ‘Remove Filter’.
Once you have chosen your criteria/rules, to view the number of contacts who fall under the criteria that you have chosen, click .
Once you are done, click next.

Create a name for your segment.
Make sure the ‘Segment Type’ is on dynamic. This ensures that this segments updates automatically. If you add or remove contacts that meet the criteria, they will be automatically inserted into the appropriate segment(s).
Description is optional, and it is for Administrators only.
Click ‘Finish’ when you are done.

Lists

Lists can be used in two ways:

Lists are static, which means contacts are added or removed manually by an Administrator. For example clubs will create lists for Employees, or a group of proof readers or perhaps Board Members.
Lists can also be used to allow contacts to add or remove themselves if you choose to use a Subscription Manage Preferences Form. For example, Newsletter lists, Golf, Social, and Dining etc.

The Lists tab contains a table that displays all of the lists you have created. Some Clubs use lists for Employees, Board Members, Proof Reading, and Interests Groups, etc. The table displays the number of active contacts (includes subscribed and soft bounce), and total contacts (includes unsubscribed and hard bounce). Clicking on the number will display the specific contacts that are in the list.

You can create a new list by clicking on the orange ‘New Mailing List’ Button:

Mailing List Name: Create a name for the list.
Visible in Forms: You want to keep the ‘Visible in Forms’ box checked if you want to provide your clients with the option of being able to subscribe or unsubscribe themselves from this specific list.
If you are making an employee list, proof read list, or a board members list, you’ll want to leave that box unchecked. These are internal lists and don’t want other contacts adding themselves to these.
Description: The Description is optional and used for internal purposes only. You can include a description if the name of the list is not clear.

After you have created your list:

Go back to the Contacts Tab to add specific contacts to your list(s).
Select the contact(s) by clicking on the box beside their email address.
Click the ‘Add to Mailing’ List button:

Note: If you want to remove any of the contacts from a particular list, DO NOT click on the ‘Delete’ button at the top. Make sure you click on ‘More’, and select ‘Remove from Mailing List’. If you click on ‘Delete’, the specific contact(s) that you have chosen will be completely removed and they will not receive messages that you send out using Email Marketing in the future. If contacts have been deleted in error you can contact the Web Support team for assistance on adding them back.

Jonas/Encore Clients
Tel: 1.800.352.6647 press 1 for support and 3 for ClubHouse Online
Email: [email protected]

Clubsystems Group Clients
Tel: 1.800.356.4242
Email: [email protected]

Campaigns/Messages

It is from this tab that you will create the messages that will be sent out. The table displays all emails that have ever been created including those that have been sent. However, it does not include the ones that you have deleted. Note: Once an email has been deleted you will no longer be able to retrieve it or the reporting data associated with it, unless you had exported the Report information prior to deleting the message.

To create a new email, click on the orange ‘New Email Campaign’ button:

Full Email Editor

After you have clicked on the 'New Email Campaign Button', choose the Full Email Editor Option:

You are able to create many type of emails with this specific type of email editor. This editor contains a 3-step process for creating an email. These steps are:

Step 1: Choose an Email Template.
Step 2: Create/Edit the Email Design.
Step3: Define Email Details.

Step 1: Choose an Email Template

Using the Full Email Editor, you have hundreds of templates from which can choose, all organized into categories. You can preview any of the templates by clicking the magnifying glass beside the template’s name. Once you have found the template that you would like to use, select the template by clicking on its thumbnail to select it and click next.

Note: If you want to create an email with a blank template, it is recommended for you to use the 'New Blank Email' template. However, if want to choose the template that was shown during the webinar, by click on the 'Newsletter - 2 articles' template.

Note: You are able to start from a blank email, where you are able to create your own email design. You can also copy and paste a HTML file if you have your own template and are comfortable in working in HTML mode. Click on the 'Start from the blank email' radio button located at the top left.

Step 2: Create/Edit the Email Design

After you choose your template, you are able to edit the content of your email at this point. Make sure you name your email (this name must be unique and will be used for internal purposes).

Email campaign name: The default is going to be the current date if you do not change it, Tuesday December 1, 2015 for example.

After you change the campaign name, click the green checkmark, otherwise the name that you type in will not be saved and it will revert back to the default name.

In step 3, you are able to create the subject line that contacts will see in their inbox.

Merge Fields

Merge Fields allow you to customize and personalize your messages for individual recipients, which could lead to an increase in response rates for email campaigns. For example, instead of writing Dear Members, you are able to replace members by more personal information like First Name, Last Name, Member Number etc.

The ‘Merge Fields’ button is found within the editor tool bar. You are able to choose from any of the options that are displayed within the drop down, or click on ‘More’ to view more Fields which you can choose from.

The code will look like this: Dear [Contact.First Name].

Note: The only time the field information will be populated is when the email shows up in a recipient’s inbox, however another way you can view it is by using the Preview and Test option to check.

Paste as Plain Text

When copying content from another source (i.e., Microsoft Word), there is unnecessary HTML code that could conflict with custom code that is used ClubHouse Online Email Marketing program. It is recommended that the ‘Paste as Plain Text’ option be used at all times.
After the text is pasted, additional styling can be applied by highlighting the text and selecting the style changes such as Bold, color or font changes etc.
For those that are comfortable with working in HTML, the ‘HTML’ button at the bottom left makes the switch from Design view to HTML view. To return to Design view, click the ‘Design’ Button.

SHIFT+ENTER

This Content Editor automatically double spaces text when you hit ENTER. By pressing SHIFT+ENTER you are able to single space your sentences.

Example 1 – Pressing ENTER:
Please join us for the…

Click here for details

Example 2 – Using SHIFT + ENTER:
Please join us for the…
Click here for details

Insert Images

You can insert images in the appropriate box provided by the template, or you can place your cursor anywhere you like to place an image. Insert images by clicking on the ‘Insert’ button.

You can either insert a picture that you have uploaded on your Media Library, or you can copy and paste the URL of the image. We usually suggest the image be uploaded – choose From Media Library.

If you have images in the Clubhouse Online website Media Library, these will be accessible within Email Marketing. These images will be placed in the Website Media folder. You should not save any new images in that folder because they will not be accessible in the Clubhouse Online Media Library. We suggest that you create new folders to use exclusively within Email Marketing.

New Folders can be created to better organize your images. Click on the ‘New Folder’ button it looks like a folder with an orange and white plus sign -

.
Images should be edited, resized, cropped and renamed before uploading into the Media Library. Once the image is uploaded and inserted into the message, there are limited formatting options found using HTML properties.

Click on the Folder in which you wish to save the image.
Click on the orange ‘Upload Files’ button, this will bring you to your computer to locate the image that you wish to use in the email.
If you had the image in the folder on your computer you could also click and drag it to the correct folder in the Media Library as well. The image will now appear within the specified Folder.

Click on the image and click on the ‘Insert’ button on the bottom right.

To format an image after it’s placed in the message. There are two ways:

Double clicking on the image.
Click on the image and right-click and selecting HTML properties. The following page is where you can format your image:

Width & Height: These options can be used to edit/modify the size of the image.
Image Alignment: You can choose where you want to place your image on the page. The alignment enables you to place your image on the top, bottom, right, or left.
Border Color: You are able to choose a color for the border of the image.
Top, Bottom, Right, and Left: This will allow you to add some padding/spacing between the image and text that may follow.

Insert Links/Email Addresses/PDFs

If you want to include your website address, a link to a specific page on your website, a poster, a dining menu, or link an email address and include the subject line, you could use hyperlinks.

Highlight the text or click on image that you wish to be hyperlinked.
Click on the Globe with a chain link icon in the content editor.

The following page will pop-up:

These are the 4 types of links that we cover in the webinar:

Link to a website
Link to a PDF
Quicklink
Email Link

1. Insert any website address:

Select link type: Hyperlink.
Link URL: Copy and Paste the URL of the link that you want to insert. Example: http://www.weather.com/weather/today/l/CAXX0504:1:CA.
Link Text: This will show the text that was highlighted to appear as the link. Example: Click here.
Existing Anchor: This allows you to create a link to another location in the same email. The drop down will be populated if you’ve created any anchor locations in the email.
Track Clicks: Leave this box checked. This is used to track the number of clicks on a specific link, and also the contact(s) that have clicked on the link. This is used to obtain statistics for the email campaign’s report.
Click on Insert to save the Hyperlink.
The link is created – in order to test the link, click on the ‘Preview and Test’ button on the bottom left. Now the link will be clickable to test if you linked it to the correct page.

2. Link to a PDF:

To insert a PDF, it first has to be upload to the Media Library and then you must obtain the PDF’s URL. There are two ways to do this:

Using ‘Insert’ button to get to Media Library.
- Click on the ‘Insert’ button on the tool bar and open your Media Library.
- Locate the PDF file you want to insert in your email.
- Right-click on the file.
- Copy the file’s URL.
- Click on Cancel.
Opening the Media Library in a New Window.
- On the left navigation hover over the word Media Library.
- Right mouse click and select 'Open in new tab'.
- Locate the PDF file you want to insert in your email.
- Right-click on the file.
- Copy the file’s URL.
- Switch back to the Tab that has the message.
- Highlight the text or click on image that you wish to be hyperlinked.
- Click on the Globe with a chain link icon in the content editor.

Select link type: Hyperlink.
Link URL: Copy and Paste the URL for the PDF that you copied from the Media Library. Example: http://media.clubhouseonline-e3.com/media/52/523035/Webinar/Mystic%20River%20Country%20Club%20Menu.pdf
Link Text: This will show the text that was highlighted to appear as the link in the email. Example: Click here to view the dinner menu.
Existing Anchor: This will show the text that was highlighted to appear as the link in the email. Example: Click here for the dinner menu.
Track Clicks: Leave this box checked. This is used to track the number of clicks on a specific link, and also the contact(s) that have clicked on the link. This is used to obtain statistics for the email campaign’s report.
Click on Insert to save the PDF Hyperlink.
The link is created – in order to test the link, click on the ‘Preview and Test’ button on the bottom left. Now the link will be clickable to test if you linked it to the correct page.

3. Quicklink:

You can create quicklinks for specific links that you use on a regular basis. These links will be easy to access thus, you do not have to type in, or copy and paste the URL every time. (i.e. your club’s website)
To create a Quicklink:

Highlight the text or click on image that you wish to be hyperlinked.
Click on the Globe with a chain link icon in the content editor.

a) Select link type: QuickLink.
b) If there are no quicklinks set up then go down to the Add a Quicklink section.
c) Link Name: enter name of the website address - Example: Company Website.
d) Type in the Website Address - Example: http://www.yourcompany.com.
e) Click Add.

Once you have created a Quicklink, it will appear in the table displayed below.
Click on the specific Quicklink you want to insert.
Click Insert.
The link is created – in order to test the link, click on the ‘Preview and Test’ button on the bottom left. Now the link will be clickable to test if you linked it to the correct page.

4. Link to an Email Address:

Instead of your contacts having to copy and paste email address to send your club a message it can also be hyperlinked. When it’s hyperlinked there is also the option of setting up the subject line as well.

Select Link Type: Email Address.
Address: Type in the email address you wish to insert. Example: [email protected].
Subject: This line is optional, if you would like to populate the subject line.
Click on Insert to save the Email Address.
The link is created – in order to test the link, click on the ‘Preview and Test’ button on the bottom left. Now the link will be clickable to test and if you have email set up a new message will open up with the email in the To: field and the subject line populated with text if you chose to add a subject line.

Preview & Test

If you click on the ‘Preview & Test’ button, you will be able to test the links you have inserted in the body of your email.
You are also able to send yourself or others a test email to ensure everything is fine before you send the email out to your contacts.
Once you are done previewing and testing hyperlinks, click on Close Preview.

Step 3: Define Email Details

Before you are able to select your recipients and send out your email, this step must be completed. This is where you create your subject line and edit sender options.

Subject: This will appear in the inbox when contacts receive the message. You are able to customize the subject line with Merge Fields if you like.
From Name: Usually use the Company Name or an individual’s name is typed here.
From Address: This address should be your club’s generic email or an individual’s email from the club. Example: [email protected]
Reply to Address: This email address is where the replies will go to. This email address could be the same or different from the From Address. Example: [email protected].
- Keep track email replies checked.
Autoreply Message: If you want, you can set up an autoreply message to be sent out to those who reply to the email. We recommend it be set to Do not send autoreply.
Subscription Management: This option allows recipients to manage the lists they can subscribe to, or unsubscribe from.
Mailing Address: Always leave this box unchecked.
Footer Options:
1. With your Company’s Information (Centered and Left aligned).
2. With just the Unsubscribe and the Manage Preferences Option (Centered and Left aligned).
3. A blank one.
- Note: If you are using a template/email that has either the address and/or the unsubscribe options built into the actual message, make sure you choose the appropriate footer option.
View Email Online: Leave this box checked as your recipients might need to use this option to view your email online if they experience trouble viewing the email. You are able to customize the text.
- Note: If you are using a template that contains the View Email Online option, uncheck this box.
Encoding: Leave as UTF-8.
Once you are done, click on Save Draft.

Email Summary Page

The summary page is where you are able to make any additional changes and finalize the email before you send it out.
If you have not named your Email Campaign you can do so here. Note: Remember to click on the green checkmark to save the name.
Edit Details: This button allows you to change the subject line and any of the other information that is listed in step 3 of creating an email.
Select Recipients: This button allows you to choose your recipient(s) from lists and segments.
Note: This button will only be activated if you have completed step 3. If you navigated away from step 2 without going to step 3 to create a subject line for the message, the quickest way from this screen is to click on the ‘Edit Details’ button.
Schedule & Send: You have the option of sending the email out right away, or you are able to choose a specific date and time in the future for the email to be sent.

Smart Email Builder

To learn how to use the Smart Email Builder click on the link below and watch the video:

http://support.clubhouseonline-e3.com/Education/Old-Help-Videos/Email_Marketing_SmartBuilder.aspx

Custom Templates

If you have any custom templates, most of them will be available for you in the Smart Email Builder. If a particular custom template is not available within the Smart Email Builder, it will be available in the Full Email editor. Custom Templates will be placed in the 'My Templates' Folder as shown in the images below:

Full Email Editor:

Smart Email Builder:

If you do not have Custom Templates but you are interested in obtaining Custom Templates built by ClubHouse Online, please see our samples and our contact information below:

Samples:
http://jonassupport.com/e3/ClubComm/CBC_Template/portfolio.html

Contact:
[email protected]

Campaign Status & Action Column

An email campaign has one of the following statuses:

Incomplete - You have started to create an email campaign, but quit the Smart Email Builder or Email Campaign wizard (in the Full Email Editor) before completing the steps.
Draft - You have created the email for the email campaign, completing all steps of the Smart Email Builder or Email Campaign wizard.
Scheduled - You have scheduled the email campaign to be sent at a later date and time.
Sent - You have sent the email campaign. A report is available for this email campaign. If you want to send this email campaign again or reuse it in another way, duplicate it to create a copy.

Items that will show in the Action Column: This will help remind you what your next step is in regards to creating the email.

Edit - draft or incomplete status - will allow you to make changes to the message.
Select Recipients - draft status, need to select recipients.
Schedule & Send - draft status, need to schedule when you want the email to be sent.
View Report - Sent status.

Reports

The reports tab is where you are able to view the results of individual emails that have been sent out. The table includes the name of the email, the subject, the number of people it was sent to, the date it was last sent, and the list/or segment it was sent to. These statistics allow you to see what works and what doesn’t work for your customers. By understanding what works and doesn’t work, you can identify when an issue requires your attention and improve subsequent email marketing efforts.

Clicking on

beside a particular message will display some quicks statistics. It displays:

The number of people to whom the email was sent and delivered.
The number of people who opened the email, clicked on links in the message, complained (marked email as spam), and unsubscribed.
Clicking on any of the numbers in blue will display the specific contacts.

Clicking on the name of a specific email will redirect you to the page below which contains more details and statistics.

You are able to see the number of contacts who opened the email, which indicates the effectiveness of the subject line. Typical open rate ranges between 20-30 percent.

If your email contains links, you are also able to see which link has been clicked on to ascertain the link(s) in which your customers are most interested in.

Tip: Pay attention to the contacts that have been bounced as they will not be receiving emails. You should contacts these specific individuals to ensure that you have the correct email address, or to check if there are any issues with their email account.

Tip: To increase the Click Through rate, keep the number of links to a minimum.

The report includes 4 sections:

Email Activity: Statistics that represent activity. You can click on any of the tabs under ‘Email Activity’ on the left side for more details.
- You are able to click on the numbers to view the specific contacts that construct that number.
Email Preview: A preview on of the email design
Email Delivery Summary: Statistics that represent delivery results. You are able to click on any of the tabs under ‘Email Delivery’ for more details.
- You are able to click on the numbers to view the specific contacts that construct that number.
- Note: You want to pay attention to the contacts that have been bounced (soft and hard bounce).
Desktop vs. Mobile: A graph displaying the percentage of contacts using their desktop computer to open your email versus those using a mobile device.

Media Library

You do not need to be in the process of creating an email to access the Media Library (online storage area). You can access it by clicking on the Media Library tab on the left side.
You can upload pictures, PDFs, etc.
You can create as many folders as you want to help organize the files uploaded.
For more information regarding the Media Library click here.

You can upload files by clicking the orange ‘Upload Files’ button:

The page below will pop up to display the rules/restrictions you must follow in regards to uploading files.
Click on ‘Browse’ to search for specific files you want to upload from your computer.
Note: You can upload multiple files at once.

Message Center

The message center displays notifications from the Email Marketing system. Notifications indicate when particular operations are complete. (For example when exporting contacts is finished, an email was successfully sent, or when a report is finished exporting).
If you export a particular report and you want to download it, you must click on ‘View Attachment’ on the top of the page.

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