Parents, family members, and other users can now either request or self-select to be placed on the Do-Not-Send List, which means they will no longer receive any emails from your CampusESP portal. If a user is added/adds themselves to the list, they can re-subscribe at any time during the login process.
This feature should only be used in very special cases. For example, when a user specifically requests or asks how they can add themselves to the Do-Not-Send List. This SHOULD NOT be used in the event a portal admin thinks a user should or might want to be added to the Do-Not-Sent List.
Below are the steps for an admin to add a user to the Do-Not-Send List. An additional section below explains how a user would add themselves to the Do-Not-Send List.
HOW AN ADMIN ADDS A USER TO THE DO-NOT-SEND LIST
1. Login to the portal and go to the Admin area
STOP: If the user DOES NOT have a converted account/profile in the portal, go to Step 2. If the user DOES have a converted account/profile, go to Step 4:
2. Go to Users, then to Do-Not-Send List, then click “Add User to Do-Not-Send List” button
3.Fill in the user’s email address and select the reason (user requested, admin initiated, or self unsubscribe). The date in the “Expires At” should be set to no less than 4 years from the date the user is added to the Do-Not-Send List. Add optional comments, then click “Add Email”
- Reason Examples:
- User Requested: a user reaches out to you (the admin), requesting that you add them to the Do-Not-Sent List
- Admin Requested: If you (the admin) knows a user has changed their email address and that their old email should not be associated with the portal, adding the old email to the Do-Not-Send List will avoid creating a new account with the old email if it were to be re-imported. A more serious/extreme example would be if the student was dismissed from the school and their parent/family member should no longer have access to the portal.
- Self Unsubscribe: When a user adds themselves to the Do-Not-Send List. You probably won’t ever select this option in the window below, but it will be the reason populated in the corresponding column of the CSV file if you were to download it.
- The “Expires At” date indicates when the user will be removed from the Do-Not-Send List and can start receiving emails from your CampusESP portal again. However, they will not automatically begin receiving emails again once their expiration date has passed - they must be imported again to resume receiving emails.
- If you try to go through these steps with a user who DOES have a converted account/profile, you will receive an error message that tells you to delete their account first (jump to Step 4 for that process).
4. Start here if the user DOES have a converted account/profile in the portal. Go to Users, search for the user you want to add to the Do-Not-Send list, then click into their profile.
5. In the bottom right corner, click the trash bin icon.
6. Check the box next to “Add this user to the Do-Not-Send List”, select the reason (user requested, admin initiated, or self unsubscribe). The date in the “Expires At” should be set to no less than 4 years from the date the user is added to the Do-Not-Send List. Add optional comments, then click “Delete User”
- Reason Examples:
- User Requested: a user reaches out to you (the admin), requesting that you add them to the Do-Not-Sent List
- Admin Requested: If you (the admin) knows a user has changed their email address and that their old email should not be associated with the portal, adding the old email to the Do-Not-Send List will avoid creating a new account with the old email if it were to be re-imported. A more serious/extreme example would be if the student was dismissed from the school and their parent/family member should no longer have access to the portal.
- Self Unsubscribe: When a user adds themselves to the Do-Not-Send List. You probably won’t ever select this option in the window below, but it will be the reason populated in the corresponding column of the CSV file if you were to download it.
- The “Expires At” date indicates when the user will be removed from the Do-Not-Send List and can start receiving emails from your CampusESP portal again. However, they will not automatically begin receiving emails again once their expiration date has passed - they must be imported or sign up again to resume receiving emails.
7. To see which users are on the Do-Not-Send list, you can use the search bar to find individual users, or download the entire list as a CSV file.
8. You can also delete a user from the Do-Not-Send List. Search for the user you want to remove from the list, click on the hyperlinked email, then click “Delete from List” and confirm by clicking “OK” in the pop-up. You will then see the confirmation message in the green box.
Done!
HOW A USER ADDS THEMSELVES TO THE DO-NOT-SEND LIST
1. Login to the portal and go to “Edit Notification Preferences”
2. Click “more settings” towards the bottom of the page.
3. An additional section will appear. Check the box next to “Please add me to the do-not-send list”, then click “Close my account”
4. A user can remove themselves from the Do-Not-Send List by going through the Sign Up process again. The following message will appear. If they wish to proceed, the user should check the box next to “Remove me from the Do-Not-Send List” then click “Create Account”.
Done!
Note: If a user has accounts with multiple CampusESP Portals (for example, if they have students at both Auburn University and University of Alabama), adding them to the Do-Not-Send list for one portal will delete their account and unsubscribe them only for that portal. They will still have an account and be subscribed to communications from the other portal.
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