Sending Emails To Customers


Send an email message to one or multiple customers' cell phones at one time for quick communication.

Email Customers

Easily send a mass email to all customers to communicate a message quickly. You can send to either all Participants or all Accounts. These emails will send from the either the email of the logged in Admin user, or the email address entered into the Organization Email field in your General Settings. You can navigate there by visiting Settings & Reports > Organization Settings > General Information.

Head to your People page, and use the tabs at the top of the page to select either Participants or Accounts. Next, choose the Select All option to choose all of the Participants or Accounts. You can also choose individual Accounts to message if you prefer, and just send a message to those records.

Then choose Actions > Message Selected.

You will determine if you wish to Email or Text these individuals.

Of Note: If you choose a "Scheduled" message, you will have those options appear to choose as well in this step. This schedule will be confirmed on the next screen.

Next, you will draft your message. You can include a CC recipient, send yourself a copy, add a subject line, customize an email with a basic email editor, and add an attachment.

Of Note: If you choose the hyperlink stating "Accounts" under the RECIPIENTS header, you can see a list of all people who will be receiving this message.

Email Customers From A Program 

You can target your recipients even further by initiating a message from the Program itself. To do this, head into the specific offering you wish to message. Click on Actions and choose Message List.

You can also choose to start on the root Programming page and use our filtering to get a list of all applicable Programs to message all at once. You could begin filtering for things like Program, Tag, Time of Day, and even more to get your list narrowed down. 

Then, just use the same Actions dropdown, and choose Message List.

You will determine if you wish to Email these individuals, or send a Text. When sending this communication, you will choose to send it Immediately as you are messaging a roster. You cannot schedule an email sent directly to a roster.   When messaging from a list of Programs, you will also choose which participants that the message should go to (Enrolled, Pending, etc.).

Next, you will draft your message. 

If you wish to message contacts just within a particular Offering, you will only see the option to Text or Email your customers.

Then you will see the options to customize your communication.

Email Customers From The Today Screen

You can send an email to a group of contacts from the Today screen. Find your class you wish to message, and click on the cog wheel in the upper right hand corner of the specific class.

You can choose Bulk Message in the window that appears.

You can select Text as your message type, and then choose who to send the communication to.

Next, you will draft your message and add any attachments necessary.

Email An Individual

You can email an individual directly. You can navigate to a Participant or an Account from a Program, the People page, or from the magnifying glass search option found in the upper right-hand corner of your Captyn account. Using the search option, find the contact you are wishing to email.

From the profile, find and click the Email icon on the Account Owner line. 

Follow the prompts to configure your Email, and choose to send yourself a copy if you wish.

Of Note: You cannot add an attachment in this email flow.

Rescheduling / Cancelling a Scheduled Email

You are able to either edit the send time or cancel a scheduled email. Begin on your Communications page, and choose Templates along the top.

Find the message, select it, and click on the ellipses option on the right hand side of the page. You can either Edit it or Delete it entirely.

If you choose to edit, you will be taken back to the portion of the flow where you set the schedule on it. You will confirm your schedule and then have a chance to edit the email before scheduling it.

Working with Communication Preferences 

Customers get to choose whether to receive marketing messages from your organization. You can also set this on their profile by heading to the Account, clicking on More and updating their Communication Preferences:Here is the setting you can then change:

Then, when you draft an email, you have the option to say whether it’s marketing (checkbox).

  1. If it’s not, the message goes to everyone
  2. If it is, the message goes only to those who have the marketing allowance on

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