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Opportunity Response

 

The Opportunity Response Notification is sent to Participants who have responded to an Opportunity.

  • Frequency: Every 15 minutes (this will depend on your individual schedule that was set up during Implementation).  Some are set up to run from 8 am - 6 pm Daily (Sun - Sat) while others may run 24 hrs.  Contact Support to check this schedule on your server or to change the schedule.
  • Recipients: Any Participant with Response and with the Response Message Sent field set to No. If Send to Heads was chosen, the notification will be sent to Contacts who are Head of Household in the Respondent's Household. Heads of Household associated via Other Household are included when Send to Heads = True and the Heads of Household associated via Other Household have Household Type 'Non-Custodial Parent' with an active relationship (no end-date).
  • From/Reply To: The Opportunity Primary Contact. If the Primary Contact's email address is outside your Church's domain (for example, they don't have a church-issued email address), it will use the From field on the Message Template.  If the Template's From field is outside your Church's domain, it will use platform@churchname.com and we recommend updating the Email Address on the Template.
  • Contents: An Opportunity-specific email giving respondents additional information about the Opportunity for which they have responded.
  • How to Stop: Remove the message from Response Message in the Opportunity record.
  • Method for Sending: Platform
  • Logging in Messages: Daily, template message is copied. Recipients are logged. Opportunity Response record will have True for Response Message Sent.
  • Configuration Settings: None
  • Merge fields Supported
    • Subject & Body: [Nickname], [Opportunity_Title].
    • Body only: [Email_Address], [Mobile_Phone], [Opportunity_Title], [Opportunity_Date].
  • Initial Configuration: Create a message and set it as the Response Message on the Opportunity record.
  • Optional Configuration: None
  • Notes: The email used for responding on the Portal which is stored in Response record in the Email field (under website submission) will be used if present. Keep in mind it doesn't matter how the respondent was added to the Opportunity. They will be sent this email if they have an email on file.
Opportunity Fields

When creating your Opportunity, you can set up response emails using the following fields.

  • Response Message: Use this field to set an email to send to a respondent no matter how a person is added to an Opportunity. As long as they have a Response, they will get an email with this message if one is applied to this field.
  • Close Responses: Use this field to automatically close responses and add Info Sent to the Response Result field.
Response Fields
  • Response Message Sent: Tracks if the response email was sent. (The routine runs every 15 minutes.)
Other Notes
  • Templates: You can use the same Template for various Opportunities. Each Opportunity does not have to have its own Template, although it can if that level of customization is desired.
    • The Template does not need to be active to be used.
    • Attachments are not sent with the Message. Send links to publicly downloadable files.
  • Future Opportunities Only: Messages are not sent to Opportunities with dates in the past. If a Response is added after the Opportunity Date a Response Message will not be sent.
  • Default Contact: If the Respondent is assigned to Default Contact, the message will be sent to the email provided during response (the Email field (under website submission) of the Response record.
    • If Send to Heads=True and the Response record is assigned to Default Contact, no Head-of-Household can be identified and thus no Head-of-Household email will be sent out.
    • We recommend reviewing and cleaning up/clearing out any unassigned Responses daily. Or, to reduce Default Contacts, encourage the respondent to login to respond by sending the Opportunity Sign Up Communications Snippet.
  • No Email: If no email was provided during response, then the message will not be sent until one is entered into the Respondent's Contact record.
Troubleshooting

Opportunity Response Notification Not Sending

  • Submission time: Was the record submitted within the last 15 minutes? The Notification may not have had time to run yet.
  • Notification Sent: Is the Notification Sent field on the Response set to “No”? It must be in order to send.
  • Response Message: Does the Opportunity have the Response Message field populated with the correct message? The message does not need to be a template.
  • Response Record Email: Is the Email on the Response record, under Website Submission, a valid email address? Is the Response connected to the right Contact? Either a valid email address must be present on the Response record or the connected Contact record in order to be sent.