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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording

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5 years 9 months ago - 5 years 9 months ago #77319 by SteveTheTechie
REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording was created by SteveTheTechie
There have been a number of users who have suggested that we should change the wording of the opt-in email. I am starting this thread to provide a forum to solicit your input and discuss how we can improve the wording. Keep in mind that there are some parts of this template we will need to keep pretty close to what it is now to meet the objectives of this email. We realize that this whole opt-in functionality is pretty frustrating for some of you... We are *not* going to get rid of it, so if this whole thread just turns into a rant about the overall opt-in functionality that we *must* have, I will shut it down. Please be respectful and understand that we know this functionality is a bit cumbersome at times. We are not going to get rid of the overall functionality, but we are certainly open to you helping us figure out how to make it work better for you and be less frustrating.

The following is the current opt-in email template... How can we improve the wording?
Code:
{{membername}}: This is an automatically generated email. Your addition as a {{category}} to the {{clubname}} ({{ClubDistrict}} {{clubnumber}}) website is pending-- please click one of the links below. If you agree, your name, email address (if provided), and your phone number (if provided) will be stored in the website. {{membertext}}Your email address is used as part of an email list to send you updates about the {{clubdistrict}} and notifications of upcoming {{clubdistrict}} events and meetings. If you decline to allow your contact information to be added, you will be *deleted* from the website, unable to login, and unable use the {{clubname}} website and its services. If you AGREE to allow your contact information to be stored & used as described, click the following: <{{WEBURL}}/index.cgi?action=VerifyAdd&agree=Y&mid={{memberid}}&_={{nocache}}> If you DECLINE to allow your contact information to be stored & used as described and want it deleted, click the following: <{{WEBURL}}/index.cgi?action=VerifyAdd&agree=N&mid={{memberid}}&_={{nocache}}> You will see a another screen to confirm your choice when you click the above links. If you have any questions about this email, please contact the {{clubdistrict}} website administrator {{adminname}} by replying to this email. Regards, The FreeToastHost Website Support Team <https://support.toastmastersclubs.org> {{distribution}}{{antispoofingphrase}}
Last edit: 5 years 9 months ago by SteveTheTechie.
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5 years 9 months ago #77332 by KaeBender
Replied by KaeBender on topic REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording
Before requesting them to click one of the following links, I'd prefer to see an explanation of why the Club would like them to agree; something like:

The officers of {{clubname}} use this list to make sure you receive the weekly agenda and occasional information from the Club that will be of interest to you. This list is not distributed or shared in any way with any other Club or Organization. If you are a member or interested in perhaps becoming a member, we encourage you to accept this list now; you can unsubscribe at any time.
The following user(s) said Thank You: SteveTheTechie, NSB, roxannelsm
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5 years 9 months ago #77333 by SteveTheTechie
Replied by SteveTheTechie on topic REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording
Thanks!

One thing I forgot to mention is that if the opt-in email is going to new members, the {{membertext}} variable is replaced with the following text: Your name or email address can be used to login to the website to update or remove any of your personal information stored.

The {{clubdistrict}} variable is just set to club or district depending on whether the website is a club or district website.

Other than that, it is basically the same email sent to everyone added.
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5 years 9 months ago #77335 by malikmlwilliams
Replied by malikmlwilliams on topic REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording
Hi Steve,

Thanks for opening this topic for discussion. I think the biggest challenge with the opt-in email (for the clubs i've been in, anyway) is that new members don't recognize it for what it is when they receive it. The "tone" doesn't necessarily match what they might expect after their in-person experience with club members. With that in mind, here are a couple of suggestions.

1. Create a clearer subject line. The current email subject i got when i just tested it was "Action Required: TEST Pending Addition to {Club Name} Toastmasters Website." Maybe something more focused on the end user's perspective, like "Please Confirm Your Membership on the {Club Name} Website"

2. Start with a warmer greeting.
Code:
Greetings {{membername}}, Welcome to {{clubname}}! You're just a click away from accessing all the benefits of our club website.
I actually think the rest of it would be fine, with more of a warm-up on the front end. Most of the people I've seen have trouble with this weren't sure what they were reading, even after they opened it.

Thanks again for the forum to discuss this.

Malik
The following user(s) said Thank You: TonyLivernois, SteveTheTechie, NSB
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5 years 9 months ago #77344 by Pam
Replied by Pam on topic REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording
Maybe also add a sentence explaining that this is independent of the TI registration

Confirming your addition to your club FreeToastHost website will not affect your Toastmasters International status, and your Toastmasters International membership will not add your details to your club website. They are independent of each other

FreeToastHost Ambassador
VPE HOT Toastmasters 2025-2026 hot.toastmastersclubs.org/
Webmaster Redlands Toastmasters 2025-2026 redlands.toastmastersclubs.org/
The following user(s) said Thank You: SteveTheTechie, malikmlwilliams
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5 years 9 months ago #77358 by Digistar2
Replied by Digistar2 on topic REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording
John Williams
VPE
Hi-Noon Toastmasters Club #3963

Steve, thanks for all you do for us. You are amazing!

I think a simpler, less redundant, less machine-speak style message would go down better:

Hello {{membername}}:

Thanks for your interest in {{clubname}}.

We would like to send our weekly meeting invitation and, occasionally, other useful Toastmasters information, to you - by email. To do that, we need your approval to keep your contact information on our website.

If you want to receive our email messages and letting us store your contact information is okay with you, click here.

To decline our email messages and delete your contact information from our website, click here.

Best regards {{clubname}}.

Also, the subject line could use some softening:

John Doe Pending Addition to Hi-Noon Toastmasters Club Website

could become:

Hi-Noon Toastmasters is reaching out to John Doe
The following user(s) said Thank You: SteveTheTechie, CirceD
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