TennisDirector
 
Help - Mailing Lists
 
Mailing lists
About mailing lists

TennisDirector is NOT an email marketing company. Companies such as Constant Contact or MailChimp have a technology and organizational infrastructure in place that allows them to safely process email marketing campaigns involving hundreds of thousands of emails without risking to be blacklisted as spammers by the Gmail's and Hotmail's of this world. WE DON'T.

So why do we have mailing lists in TennisDirector?

The success of any marketing campaign depends not on how you send your emails but to whom you send them to. TennisDirector collects and stores information on anybody that does business with a facility. This automatically collected information is then made available to facility managers so they may either:

  • Build their emails and use TennisDirector email support to send them to a selected group of contacts, or...
  • Download a selected group of contacts and upload it to any email marketing service that the facility will then use to send the marketing emails.

In the next chapters we will see how to maintain mailing groups and then use these groups to send marketing emails.

The mailing list system is accessed via Member and Players on the main facility menu:

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Creating mailing groups

TennisDirector allows facilities to create as many mailing groups as it is required. Contacts may be located in more than one group and the following mailing groups are mandatory and cannot be deleted:

  • Staff
    Default for all staff members
     
  • Members
    Default for all club members or pass holders
     
  • Ungrouped
    Where the system places the contacts if no specific group was indicated

To create and maintain mailing groups take Create groups option on the mailing list menu:

New groups may be created by simply giving it a name and indicating if this group is part of the possible choices given to people wishing to join the mailing list through a link (iframe link provided by TennisDirector) place on the facility website.

Updates are processed by clicking the Change link, changing the information on the bottom and clicking Process.

Deletes are processed by clicking the Delete link. Deleting group does not delete contacts. If the contacts contained in a deleted group are not allocated to another group, they will be automatically transferred to Ungrouped.

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Manually, add contacts to the mailing groups

Although TennisDirector automatically collects contact information from reservation, registration and payment activities, facilities may always manually add contacts to their lists. To do so, click the Add to the mailing list link on the mailing list menu:

The following selection page will show:

Enter all required information. Email, name and group are mandatory. Cell number and cell carrier is required only when the facility wishes to communicate with the contact via text message.

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Redistribute contacts among groups

At any time, facilities may update or delete contacts as well as copy or move them around different mailing groups. To accomplish this, click the List contacts link on the mailing list menu:

A list of groups will show for selection:

The numbers in brackets represent the amount of contacts containes by each group.

We may now select a group that we wish to work on by clicking the radio button in front of the group. The following page with be displayed:

To move, copy or delete contacts click one or more Select boxes indicating which contact are going to be worked with. Then, on the bottom of the page, check the radio button that indicates the action to be performed:

  • Move contact from one group to another
  • Copy a contact to another group
  • Delete a contact

If the action is Move or Copy then the destination group must also be specified.

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Download contacts

If a facility has its own account with an email marketing company, the facility may download TennisDirector automatically collected contacts and upload them to their email marketing private account. This very simple operation gives the facility the capability of combining the power of TennisDirector contact collection with the features only offered by email marketing companies such as templates, graphics storage, campaign statistics, and many others.

To download contacts, click the Download contacts link on the mailing list menu:

And the following page will be displayed:

Check the boxes for all groups that are to be downloaded (including a program past players) if required and click Download. The system will then ask for:

What to do with the downloaded file. If you check Open with, the system will attempt to open the file as a spreadsheet using the application in the drop down menu. Save file will download and place the file in the Downloads folder of the executing computer. The file name is indicated in the top left of the dialog page.

The file generated is a standard .csv or Comma Separated Values file that is an industry standard for interchanging information and will be accepted by all email marketing companies

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About mailing lists

TennisDirector is NOT an email marketing company. Companies such as Constant Contact or MailChimp have a technology and organizational infrastructure in place that allows them to safely process email marketing campaigns involving hundreds of thousands of emails without risking to be blacklisted as spammers by the Gmail's and Hotmail's of this world. WE DON'T.

So why do we have mailing lists in TennisDirector?

The success of any marketing campaign depends not on how you send your emails but to whom you send them to. TennisDirector collects and stores information on anybody that does business with a facility. This automatically collected information is then made available to facility managers so they may either:

  • Build their emails and use TennisDirector email support to send them to a selected group of contacts, or...
  • Download a selected group of contacts and upload it to any email marketing service that the facility will then use to send the marketing emails.

In the next chapters we will see how to maintain mailing groups and then use these groups to send marketing emails.

The mailing list system is accessed via Member and Players on the main facility menu:

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Populating mailing lists with survey results

Authorizing the survey

In "Facility setup", "Rules & Policies" the parameter:

needs to be set to "Yes"

Creating survey activities

Survey activities are mailing groups as described in this chapter under "Creating mailing groups" that have the "Online" option turned to "Yes":

The description created with these groups are the ones that clients will see online so it is a good idea to be as detailed as possible (maximum 30 characters)

Collecting survey results

As clients register for programs, after purchase confirmation (with or without payment) the system shows the survey:

In this example, Jose Silva with email jsilve@tennisdirector.com chooses Fitness and Adult clinics as subjects of interest. Clicking the "Process" button will automaticcally update the mailing groups:

Validating members lists

Let's say that we want to establish a dialog with your members but you want to include only members in good standing. Past members and unpaid memberships do not qualify. TennisDirector now has a feature where you we rebuild members mailing list so it only includes members in good standing. Former members and unpaid memberships are automatically placed in a new system created list called "Former Members"

Once we run the "Validate members list" in the menu, we may now download a "clean" members list for marketing communication.

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