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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77319

  • SteveTheTechie
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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?
{{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}}
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
Last edit: by SteveTheTechie.
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77332

  • KaeBender
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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.
Kae Bender
YTalkers - 1529843
California
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77333

  • SteveTheTechie
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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.
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77335

  • malikmlwilliams
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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.
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
Malik M.L. Williams, DTM VC5 EC3 SR1
D115 Area B2 Director, 2020-2021

Educationally Speaking
Club Number: 6970723, District 115, Area B2
educationallyspeaking.toastmastersclubs.org
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77344

  • Pam
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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

Pam Holley, DTM
FreeToastHost Ambassador
Redlands Toastmasters Club, Secretary 2023-2024 redlands.toastmastersclubs.org/
HOT, President 2023-2024 hot.toastmastersclubs.org
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77358

  • Digistar2
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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
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77362

  • KarenLeslie
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Hi Steve,

I think as some of the others have mentioned it's more about the subject line and tone.

We get visitors to fill in a guest form (which is how we request their details) which also checks that we can contact them. I'm trying to remember to tell them that they'll also receive a confirmation email from our system so that they are expecting an email. Thinking about it this may be a good addition to the visitors pack. I have been phoning a few visitors to let them know to respond to the email since some are seeing the subject line and ignoring it.

Maybe the club name could be earlier in the subject description?

Thanks for all your work on this.

Regards,
Karen
Regards,
Karen Leslie
Limestone Coast Toastmasters Club
Club no 3395
Web: limestonecoast.toastmastersclubs.org
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77416

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Hi Steve, I was all set to give some feedback until I read all the other great ideas from the replies. It sounds like we have very similar ideas. Thanks for all your hard work!
Regards, Suzy
Serendipity #648004
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77417

  • desplainestoastmasters
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I liked KaeBender's suggested wording changes; Malikmi Williams' suggested wording changes; Pam's explanatory sentence addition; John William's suggestions; Karen Leslie's suggestion of adding an explanation about the process "to the visitors pack". (Since I fear that an overload of visitor information before they sign-up might overwhelm their positive image of the club, I'd suggest her explanationt be added within a New Member Packet (such as an Orientation packet) that new members are handed instead.)

My suggestion is: Begin with a friendlier tone by Thanking them for joining the club.
Below is what I have been sending to all new members recently after I add them using the Member Management tool.
"Thank you for joining our club <club name><club number>. As your website administrator, I have added your name and email address provided on your application. Doing this triggered our website to send you a Confirmation message requesting you to confirm your approval that I added your personal contact information (name, email address, telephone #) that will be shared only between fellow members.
Before you can enjoy your membership, receive infrequent messages from club officers sent to all members, or access our meeting agendas on-line to sign-up to perform meeting roles or to speak, you have to approve having your information added on our website within 30 days. (If you forget, you will receive another reminder message and given a second chance.)
If you have any questions, feel free to contact me {club website administrator} at {club website administrator's email}"
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Last edit: by desplainestoastmasters.
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77422

  • topeagle
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Good morning, Steve!

First, I am ever so thankful for the amazing assistance you and FTH provide in helping our clubs be successful. As a "non-techie," I would be lost in trying to manage a club website without FTH and the awesome tools that are provided!

Regarding, the Opt-In Email, the comments that have already been made are excellent. I'm wondering if there is a possibility that there could be a temporary automatic opt-in for a few weeks to be sure a new member gets the club's emails initially, with 1 or 2 reminders being sent that underline the necessity to opt-in in order to continue receiving communications through the club website. That would help them experience the importance of receiving those messages and give them a short "grace period" to take action in order to continue receiving them.
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77423

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Sorry no, there will not be any "grace period", for new member, guest or prospects. If you want their name or email on FTH they have to opt-in

Thank you,

Brian McDonald DTM, PDD D61
FTH Lead Technical Support
member Cataraqui Valley Toastmaster 9560
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77424

  • Digistar2
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John Williams
VPE
Hi-Noon Toastmasters Club #3963

Hi Steve,

Our biggest challenge by far is getting first time guests to opt-in. Some of that is folks not wanting to opt-in. Some of it is the opt-in email getting lost in the deluge of inbox messages, for some people, and never gets opened.

We don't have an opt-in problem with folks who have joined the club.
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77425

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John, that is just education on the part of the people taking the information from the new member, prospects, and guest. Your club has to inform the people that you are taking their information to be put on the club website and to expect an email that they have to click the accept link.

Thank you,

Brian McDonald DTM, PDD D61
FTH Lead Technical Support
member Cataraqui Valley Toastmaster 9560
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77427

  • Digistar2
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Hi Brian.
We make a big deal about getting guest contact info and explain that its to contact them with. (Grammarians: was that bad English?)
We can start saying that the first contact will be by opt-in email. That's a good idea - especially for receptive guests who might then be on the lookout for it.
However, it's probably a stretch to blame the opt-in email for most of the 'non-compliance'. It's just that in selling the club/Toastmasters, like any selling proposition, you have to 'process' a bunch of prospects to get a few sales. Our average is around 5 to 1.
In the big picture, the opt-in may be saving us, and the uninterested guests, some trouble. They aren't pestered with 'junk' meeting email messages. We aren't wasting our time and clogging our Member Management roles with uninterested folks.
Hopefully this exercise Steve is engaged in will make our clubs seem a little friendlier and catch a few more eyes at inbox viewing time. Every little bit helps.
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77432

  • sildukhunter
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Great suggestions for a friendlier approach.
Club #7047091 Mount VernonToastmasters
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77433

  • roxannelsm
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I don't think our club has problems with members opting in. It's guests that are not opting in.

I would like the guest opt in to say something like "Thank you for visiting 'club name'. To receive ongoing information from our club you will need to opt in by responding to this email. Your contact information will be kept private and will not be shared with any advertisers. You may unsubscribe at any time."

Regards
Roxanne
Launch Pad Toastmasters
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77437

  • KarenLeslie
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We are ony just creating a visitors pack so this info would not be overload for us :-)
Regards,
Karen Leslie
Limestone Coast Toastmasters Club
Club no 3395
Web: limestonecoast.toastmastersclubs.org
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77438

  • KarenLeslie
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Lee,

Since you already have the visitors email address and I'm assuming that they've given you permission to use it there is nothing to stop you sending the visitors an email with an agenda outside of the FTH system. I have done that a couple of times. We also follow up sending them a text message to make sure that they have seen the opt in email if it's been a while.

Regards,
Karen
Regards,
Karen Leslie
Limestone Coast Toastmasters Club
Club no 3395
Web: limestonecoast.toastmastersclubs.org
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77440

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I hope you are getting your visitors to sign the Toastmaster International privacy permission letter before using their email address for club business.

www.toastmasters.org/-/media/files/depar...tice-2018-05-04.ashx

Thank you,

Brian McDonald DTM, PDD D61
FTH Lead Technical Support
member Cataraqui Valley Toastmaster 9560
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77444

  • KarenLeslie
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Thanks Brian. I didn't know about that form.
Regards,
Karen Leslie
Limestone Coast Toastmasters Club
Club no 3395
Web: limestonecoast.toastmastersclubs.org
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77458

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I agree with KarenLeslie. I didn't know that document existed.

Does anyone have good results with guests opting in after receiving that letter?

Roxanne
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77459

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You present the letter and explain it. You don't just give it to them or email it to them and hope for the best.

Thank you,

Brian McDonald DTM, PDD D61
FTH Lead Technical Support
member Cataraqui Valley Toastmaster 9560
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77477

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It looks good to me. I do wish there was a way I could see and actual opt in email, but based on what I see above I feel it serves it purpose. I have a couple of members who have not opted in and it may be that the message went to their spam or junk mail. I will follow up with them to see if that is their challenge. Thanks for your work on this, Steve.
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77490

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There are many wonderful suggestions for wording in this thread. I've found that the biggest challenge stems from the From address. I've created a welcome sheet that has a picture of the email because not many are going to understand what This email address is being protected from spambots. You need JavaScript enabled to view it. means and that it's associated with our club. If there were a way to incorporate the club name in that address, that might help members (and guests) recognize where the email is coming from.

Is it possible to create an Agree or Disagree button for them to click on instead of a link? That would add to the professionalism of the email.

P. S. I love that there are so many new posters in this thread.
Marc Richards, DTM
Valencia Toastmasters 1670
Toastmasters 4 Writers 748804
Club website trainer, District 52
FTH ambassador
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REQUEST FOR FEEDBACK & COMMENT - Opt-in Email Wording 4 years 6 months ago #77501

  • SteveTheTechie
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There are many wonderful suggestions for wording in this thread. I've found that the biggest challenge stems from the From address. I've created a welcome sheet that has a picture of the email because not many are going to understand what This email address is being protected from spambots. You need JavaScript enabled to view it. means and that it's associated with our club. If there were a way to incorporate the club name in that address, that might help members (and guests) recognize where the email is coming from.

Is it possible to create an Agree or Disagree button for them to click on instead of a link? That would add to the professionalism of the email.

P. S. I love that there are so many new posters in this thread.


1. If the from address were different than the actual sender, it might get flagged as a problem email by spam filters.
Read the following: askleo.com/from_spoofing_how_spammers_se...ke_it_came_from_you/
(particularly the bit at the bottom about the possible consequences of this)

2. Buttons require the email to be an HTML email rather than plain text. I tend to believe that plain text emails are less likely to be classified as spam, so that is why I will always prefer them for emails that are really critical to be delivered.
For more details: www.campaignmonitor.com/blog/email-marke...ng-you-need-to-know/
The only emails we currently do as HTML emails are the agenda email and the ones users draft via Send Basic Email.

In the future, I may give clubs the option of preferring plain text or HTML emails, but we are just not there. Moreover, I would need to redo all the plain text email templates as HTML and also come up with a reliable way to downgrade them as plain text when needed.

In general, what we are doing are "conservative" email approaches, that are not necessarily pretty but have a higher chance of working. The reason for this is that we do not have a budget to pay for professional email testing services like Litmus, SendForensics, or ReturnPath. For example, if I had Litmus available to me, I could send emails to Litmus, and it would test the email for me in all the available email inboxes (so I could actually see what works where).
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
Last edit: by SteveTheTechie.
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