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Communicating with Members

Email Lists

The Email Lists tool allows you to create LISTSERVs that can include members of your organization as well as people not registered on OrgSync. To access this tool, select the Messaging option on your portal's toolbar. Next, choose to manage your email lists.

The first thing you see when you access the Email Lists tool is a list of your existing email lists. This tool is unique is unique in the fact that there are two only permission settings associated with it: manage and disable. This means that if you can see the tool, you have full control over its features. It is also unique because the umbrella cannot share content down to organization portals. Rather, email lists are only available to users in the portal in which they exist.

To create a new list, locate this option in the top right of the page. Next, enter a name and description. After you create the list, click on the name of the list and it will bring you to the page that allows you to add users. This interface is split into two columns. The left side allows you to include groups or specific portal members. The right side allows you to pull in entries from your Contact Books tool. The only contact book entries that will appear are the ones with email addresses. Selecting a particular user/group will add them to the list below. These are the users that will receive your email. If a user is highlighted in blue, this means they are have already been added to the list. When you’re happy with the recipients you’ve chosen, click Submit at the bottom of the page.

To send an email to one of your email lists, choose the Send Message option on the right side of the default Email Lists page. Enter a subject and customize your message with the text editor provided. You can track the status of your message under the Sent Email List Messages tab.


Text Messaging

The Text Messaging tool allows you to reach your members on the go and provide instant notification for last-minute changes or event cancellations. Connect with your members wherever they are on their mobile phones. Access this tool by choosing the Messaging option along your portal's toolbar. Next, click into the Text Messaging tool.

On the resulting page, you are provided an interface that allows you to select whom you would like to send the message to. If you would like to include entire groups of people, select the Lists tab. The text message will send to all users under the Selected tab. After you’ve chosen the appropriate people, type in your message (must be less than 120 characters) and click Send.

There are a couple of things to consider when text messaging through OrgSync.

  • Some users have limited text messaging plans so do not abuse this feature.
  • Only the users that are eligible to receive text messages will appear on the people selector. You are considered eligible if you enter your phone number and mobile provider under your personal account settings.
  • Messages sent via the text-messaging module come from a randomly generated OrgSync number that users cannot respond to. For this reason, we recommend sending updates or announcements rather than conversation starters.

Messaging

Communicate with people across campus quickly and efficiently with OrgSync messages. Similar to a native email platform, our messaging system allows you to communicate directly with the people in your campus networks. All OrgSync messages also send an email copy, unless a user explicitly disables email forwarding in their personal notification settings. There are several methods for sending messages, all of which are described below.

The Messaging tool

The first method for sending messages is through the Messaging tool within a portal. To access this tool, select the Messaging option along your portal's toolbar. Next, click into Member Messaging.

On this page, select who you want to send a message to. Use the Lists tab to include enter groups of users. Your message will inevitably be sent to all users under the Selected tab, which will populate as you select users or user groups. Click Send at the bottom of the page to send your message.

The People tool

The second method for sending messages is through the People tool. Look for this tool along your portal's toolbar.

Next, select a user and you will see a messaging button appear on the right side of the page. You can also message an entire group if you click All People in the top left of the page, select a group, then choose to send a message to the group. 

Your Personalized Inbox

The third method for sending messages is through your personal inbox. Access your inbox by clicking on your name in the top right of the screen then click to view new message (in the top right of the user drawer). Next, select the Send a Message option in the top right of your screen. Use the dropdown above the recipient list to pull in users from the various organizations you're a part of.

While the above methods will cover the bulk of your messaging, you will also discover the ability to message users within other modules (i.e. events, forms).