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Email & Messaging Management

Email & Messaging Management

Find and Customize your Email Templates

Location: Email Marketing > Email Template

Email management enables you to add and edit email templates that you send to Advocates emails

Email Template Header Rows

Checkbox: In order to select an email template, the checkbox must be selected.

Type: There are two types of emails; System and Custom

System: Default templates created by GTR
- The original System template will still be available

Can be changed or edited if you make a copy
If you make a copy, it will be labeled CUSTOM

Custom: Templates that have been copied from a System email

Status: There are two status’ an email can have; active and inactive

Active: Emails templates that will be active for emails
InActive: Emails that aren’t deleted but aren’t active for emails
- Company Admins can just reactivate the email when needed, instead of deleting it

Pro Tip: It’s a great idea to have a list of inactive emails for promotional emails that only occur periodically

Action: There are 3 options under the action tab

Edit, Preview, Make a Copy

Manage Email Notification settings

To access Email Notification Settings, click on the blue button on the top right

There are two important sections that need to be differentiated

Title

The default titles for System Templates.

The email notifications can be turned on & off, which will officially determine whether or not a customer gets a notification

Template

The template section refers to the template list discussed earlier

While templates are default as matching the Title, the Templates can be changed to whichever Template has been created.

Once the template drop down is selected, all of the “Active” email templates will be displayed

Once “Save” is clicked at the bottom of page, the template will be updated
As seen below, the Title and Template are different.

The title is still the trigger for the “Advocate gets an email when lead status changes”

but the email template on “Project Stage Updated Email to Advocate” is what the advocate will receive

How to turn off the email notification trigger

There are certain email triggers that the company may not want sent out to their Advocates. All that is required is clicking the button to turn it on or off

Messaging

Enabled whether an Admin adds and advocate or shares a registration form

When Advocates get manually signed up or registered, Advocates will get a follow up text to

Download the Application for IOS or Android
Login credentials

Advocates email
Option to set or reset password

*Example of what a potential Advocate would view when receiving SMS message, & navigating to application download*

Editing Messaging Templates

Editing SMS templates is just as easy as email templates, with similar formatting

Email Manager under Email Marketing
- When importing, you cannot change the column headers
- You can import contacts as well

Upload contacts to email
Download Sample File
Each tab refers to which email you will be sending it

Changing Automated System Email Name

Automated system emails come from donotreply@getthereferral.com and can be changed to an email of choice if the partner company is using Gmail or Outlook
Changing the system email helps with email recognition and preventing our emails from being filtered by spam
An email can be changed by getting in touch with your CSM

Your CSM will need email, sender name (your choice), and credentials

Creating Gmail Credentials for GTR Steps

Creating Gmail Credentials for GTR (Email must have 2 factor authentication turned on*)

Enable 2-Step Verification to your Gmail Account HERE: https://myaccount.google.com/signinoptions/two-step-verification/enroll-welcome
Create An App Password for system use HERE: https://security.google.com/settings/security/apppasswords
Select 'Others (custom name)' and click generate and share the code with me - title it GTR

Outlook Credentials for GTR

Provide email and password

Email Template Merge / Token Fields

The following is a list of available Token fields to be used in messaging templates sent to users.

These are useful for automating certain fields based upon the Advocate or SalesRep

Email Template Merge / Token Fields list
#ademail	Admin Email Address
#adfirstname	Admin First Name
#adlastname	Admin Last Name
#afcity	Advocate City
#afemail	Advocate Email Address
#affirstname	Advocate First Name
#aflastname	Advocate Last Name
#afphone	Advocate Phone Number
#afstate	Advocate State
#afstreet1	Advocate Street Address 1
#afstreet2	Advocate Street Address 2
#afzip	Advocate Zip Code
#cocompany_url	Company Website URL
#cotitle	Company Name
#current_status	Current Referral Status
#lecity	Referral City
#leemail	Referral Email Address
#lefirstname	Referral First Name
#lelastname	Referral Last Name
#lenote_desc	Notes Associate with Referral
#lephone	Referral Phone Number
#lestate	Referral State
#lestreet1	Referral Street Address 1
#lestreet2	Referral Street Address 2
#lezip	Referral Zip Code
#optstatus	Opt-in / Opt-Out Status
#previous_status	Previous Referral Status
#prproduct_name	Associate Product
#saemail	Sales Rep Email
#safirstname	Sales Rep First Name
#salastname	Sales Rep Last Name
#smemail	Sales Manager Email
#smfirstname	Sales Manager First Name
#smlastname	Sales Manager Last Name
#tobepaidamount	Amount Paid to Advocate
#transactiondate	Date Advocate was Paid