Sending an email broadcast
Broadcasts are a way to send an email in bulk to multiple users from within Good Grants.
Common uses
- Contact in progress applications to remind users of deadlines
- Send a newsletter to your users
- Provide log in instructions to applicants or reviewers that have been bulk imported into the system
- Filter users by applicant role and invite them back for a new season
- Filter by tag to send targeted communication
To send a broadcast
- Choose the most appropriate view to broadcast from (see below)
- Filter results using the advanced search
- Click Broadcast
- Compose your message
- Send broadcast
Note: when configuring a broadcast, grant managers have the option of setting the sender name and a reply to email address. This step is important to be able to facilitate replies to broadcasts going to the client, rather than to the default 'no-reply@awardsplatform.com' email address.
Broadcast locations and examples
Places you can send an email broadcast from and some examples.
- Manage applications
- Applicants with applications in progress
- Applicants with submitted applications
- Applicants in a particular chapter or category
- Applicants with applications that have been moderation approved
- Applicants with applications with specific tags
- Users
- Users with a specific user role, e.g. applicant, reviewer, chapter manager, guest, grant manager
- Users with applications in the current season
- Users that have no applications in the current season
- Users with applications in an archived (previous) season
- Users that have no applications at all
- Progress
- Reviewers on a particular panel
- Leaderboard
- Applicants that have moved to the next round of reviewing
- Finalists or winners for a particular chapter or category
- Manage reviews
- Users with pending reviews
Use cases
Use case 1: Applicants with applications in progress
A common example is sending an email to applicants that still have applications in progress, and you want to remind them to submit their entry before applications close. Here is how to send an email broadcast using this example:
- Go to Application > Manage applications
- In the search box, click on Advanced
- Set the Status filter to In progress
- Click Search
- Click the Broadcast button (underneath the search box)
- Once you’ve finished writing your email you have the option to click Review + send or Save as draft.
- Review + send will allow you to see the broadcast as the applicants would before you send it. If you’re happy with it click Confirm + send. Otherwise, click Back to edit to make any changes.
- Save as draft allows you to save your email and send it at another time. To find your draft broadcasts, go to Settings > Communications > Broadcasts
Use case 2: Communicate with your reviewers using broadcast
When you are ready to open judging, you can use the broadcast feature to notify your judges.
- Go to Reviewing > Progress
- Select the relevant score set round from the Score set drop-down to reveal all the reviewers who have assigned applications
- Click Broadcast
- Compose your message, remembering to include the {password_set_url} merge field so that reviewers can set up their own password
- Send your message when you've finished
Tip: when creating passwords or giving instructions to users for their passwords, be sure to follow the best security guidelines. Passwords should be a minimum of 12 characters and contain a mix of numbers, letters, and special characters.
Note: you can use any of the filters to narrow down the list of users you want to contact.
Important: a broadcast is limited to 5000 users only.
You can find a list of sent and draft broadcasts under Settings > Communications > Broadcasts
To discard a draft broadcast
- Go to Settings > Broadcasts
- Click on the title of the broadcast you want to remove
- Click Discard
For details on how to theme your broadcasts, see the Theme configuration guide
