Emailing sponsors

In Communication, in the "Sponsorship Management" group, you write an email and send it to several sponsors at once: a renewal proposal, the season report, an invitation to a match. Each sponsor gets their own email, with the variables filled in with their details. You need the sponsorship module.

Choosing who receives it

In the "Segment" card, choose the "Season", "Contract status", "Tier" and "Scope" (a team, or "Whole club"). With nothing chosen, every sponsor that isn't archived is included, with or without sponsorships; tick "Include archived sponsors" to add the archived ones too.

A sponsor is included when one of their sponsorships meets every filter at the same time. A sponsor who was Gold one season and Silver another is not included in Gold for the season in which they were Silver.

The card shows how many recipients the segment has and how many have no email. Those without one are listed, with "Open record", so you can add their email under "Contacts and address". Until then, they don't receive the message.

Writing and sending

1. In "New message", if you want to start from a template, pick it in "Choose template". If you had already written something, you're asked to confirm the replacement.
2. Write the "Subject" and the "Message".
3. To personalise it, select one of the variables below the message and it goes into the text.
4. If you like, add a file with "Attach file": PDF, JPEG or PNG, up to 8 MB. It goes with every email.
5. Select "Send" and confirm.

The email goes to the address on each sponsor's record. At the end, a message tells you how many it was sent to and how many failed.

The variables

• {sponsor_name}: the sponsor's name; {sponsor_legal_name}: the legal name (or the name, if there is no legal name).
• {club_name}: the club's name.
• {season}, {tier}, {deal_value} and {deal_end}: the season, the tier, the total value (monetary plus in kind) and the end of the sponsorship that put the sponsor in the segment or, with no filters, of their sponsorship in the active season.

Any other word in curly brackets goes out exactly as written.

History

The "History" lists the last 100 sends, newest first, with the "Date", the "Subject", the chosen "Segment" and the "Delivery": how many emails went out and how many failed.

Templates

Templates live in Email templates, in the "Sponsors" tab. Create them with "New template", with a "Name", "Subject" and "Body", and the same variables. For sponsors there are only the club's own templates: Cantera provides no system templates, and there are no automatic sends.