Tuesday, October 8, 2013

Membership Emails

Have you seen the important email sent on Friday, October 4, 2013 to membership chairs, and presidents of units without a membership chair about the email address the state office will use for the membership emails? That email has important information you can use to tailor how we communicate with you about the member welcome email and remittance forms. 

Dear PTA Volunteer,

This is your opportunity to tell us what email address you want to use to receive the member registration emails for <<PTA Name >> from WSPTA.

We have set up two new email address fields in the membership database. We will use these email addresses to send you the welcome emails for members whose email address was not entered in the database (so you can forward them to the member or print and hand them to the member), and for the remittance forms.

We have populated what we call the primary email address with <<PTA Name >>'s membership chair email address if one exists in the database. If there is no membership chair email in the database, we used the president's email address. This email was sent to the primary email address for << PTA Name >> which we now have as << Email Address >>.

If you don't want us to use << Test Email Address >> as the primary email address for << PTA Name >> please reply to this email and tell us what email address you want us to use.

If you want a cc of the remittance forms sent to another email address please reply and tell us that email address.

If this current primary email address is the one you want to use, and you do not need a cc of the remittance forms, you do not need to reply.

Thank you for taking time from your busy day to read and respond to this email.

Member Registration Information, Hints, and Tips:

  • Member welcome email and membership cards for those enrolled members without an email address in the database will be emailed to the primary email address in the next few days. (If you enter the member email address before then it will go to the member instead.)
  • Remember you can save entry time by using rapid renew to register those who were members in the past few years. We suggest you do rapid renew first to reduce the number of members you have to enter as new. Only members who have not yet been activated will show on the rapid renew list. Active members (those already registered) will show on the roster and when you search for members.
  • This year officers should be treated like all other members in that you need to register them once they have paid their dues. The easiest way is to use rapid renew.
  • Email is an important way to communicate with members. Please take time to enter email addresses accurately. Only one email address should be entered for each member. Email addresses should have no spaces, only one @, no repeating periods (..), it should be just like you would enter it when sending an email to that person.
  • Is this a duplicate? When looking at the rapid renew list you might see the same name, address, etc. listed more than once, and think this is a duplicate. It is possible that the same person was entered more than once in prior years. Only activate a member once - you don't want to pay for the same person twice.
  • You can look under Membership Reports on the member enrollment web site for some new reports, including a list of enrolled members state shows as not yet paid (payment not yet entered, it takes some time to keep up).

Thank you for all you do to help make the potential of every child in Washington a reality.