Sending Local Emails

Local Email Campaign Process: 

1. Designate a Campaign Creator who is responsible for sending local emails
   • To request Campaign Creator credentials email (Central Region) centralevents@scorevolunteer.org or (MidAtlantic Region) mid-atlantic@scorevolunteer.org. 
2. Campaign Creator logs in to Regional Constant Contact account [SUSPENDED USE OF CHAPTER ACCOUNTS] 
   • Each chapter has their own Campaign Folder for quick organization
   • SCORE branded & maintained campaign templates available for use 
   • Previous Chapter imagery, documents, and campaign templates exist in the Regional Account (so long as they passed SCORE brand requirements) 
3. Draft email in Regional Constant Contact account. 
   • Follow standard campaign naming convention of "[Chapter Name]-[Subject matter]-[Send Date]" 
   • Review the Content Readiness Checklist 
     • I only used images for which SCORE has licensing
     • I aligned my email for SCORE branding.
       • Brand Guide
       • Email Marketing Guidelines
     • I tested my email campaign.
4. Submit the relevant form by region below for SCORE's Regional Administrative team to schedule-send! 

   • MidAtlantic Region Local Email Send Form - https://forms.gle/iJvtV1QKUwGSJB7a9 

     Central Region Local Email Send Form - https://forms.gle/JMPALT82UUSpFDgE7

   • Team will follow-up to confirm schedule-send, or with any outstanding questions. 

5. Questions? Join our Constant Contact Office House, 2nd Wednesday of each month at 11 a.m. ET. 

REMINDER: SCORE branding (colors, backgrounds, fonts, image and logo usage, etc.) and email marketing recommendations. 

• • Branding Guidelines - Interactive
  • Resources from Monthly Marketing webinar featuring Joanna Mays, HQ's email specialist 

FAQs for Constant Contact Leads

• What happens to the chapter’s Constant Contact account after its lists have been transferred to the regional account?

• It will remain accessible for a certain period (end of January for Mid-Atlantic; yet defined for Central) for information purposes only.
• All automated series will be paused.
• All Engage-created event lists will remain intact.
• For 2 weeks following the last email to be sent from a chapter account, we will download any unsubscribes and upload those to the regional account.
• Until the chapter’s website opt-in form has been re-pointed to the regional account (see below), we will download any opt-ins, upload those to the regional account and assigned to that chapter.
  

• What happens to the opt-in form from our chapter website?

• We will repoint the form to the regional account. New opt-ins will be assigned to a chapter based on the zip code provided by the subscriber.
  

• What actions am I able or unable to perform in my Constant Contact chapter account after its lists have been transferred to the regional account?

• You CANNOT send emails from your chapter Constant Contact account, including any pre-, post-event-related ones.
• You CAN log in for a certain period (yet defined) for informa􀆟on purposes only.
• You CAN also download any images or documents to your computer. You can also get the image’s “file URL” and use that URL to pull down the image.

• What happens to all the images, documents, and emails from my chapter Constant Contact account?

• Based on your responses to the audit (or conversations since), we will work to move any images, documents, templates or sent emails to the regional account.

• Will I be able to create emails in the regional Constant Contact account?

• Yes, as a “Campaign creator.”  An email with credentials will be sent to the designated chapter members from Constant Contact with a link to create a new password to access the regional Constant Contact.
• The “Campaign creator” will have the ability to create and edit campaigns, including uploading images.
• However, a “Campaign creator” will not be able to schedule email campaigns, view, publish, or change contact lists or segments.
• The “Campaign creator” will be able to edit the “from” line and address, “reply” address and subject line – in addition to the body of the email.

• Only chapter SVO emails should be used as “from” or “reply-to” addresses.
• If you don’t have an SVO account that’s constantly monitored, feel free to use mid-atlantic@scorevolunteer.org. (for Mid-Atlantic chapters) or centralevents@scorevolunteer.org (for Central chapters).
• Federal law requires a physical address at the bottom of the email. The SCORE Headquarters physical address is the default address. If you no longer have a physical address, please leave the address as is.

• IMPORTANT: Once you’ve created, edited, and tested your campaign, you will need to log into your SVO email account and then complete this Google form to let us know (1) when to send the email and (2) to whom.

• Mid-Atlantic - Use this form
• Central - Use this form

• Is there anything special I should do when creating emails in the regional account?

• As we will have multiple chapters creating emails in the same regional account, we ask that you adhere to the following campaign-naming standard for easy sorting: [Chapter Name]-[Subject matter]-[Date]. An example using this standardization would be “Philadelphia-Upcoming Webinars.”
• Move your email campaigns to the chapter’s designated “campaign folder” (under “All Campaigns”) in the regional account. The default folder is “unfiled.” You will be able to create “nested” folders within the chapter folder to better organize your chapter folder. Here’s

• To move an email campaign to your chapter folder, in “All campaigns,” click the three dots to the right of the email campaign, select “Move to folder,” and navigate to find your chapter folder (all chapter folders start with “Ch –“ and click “Move” button. (Figure 1)
• To move more than one email campaign to your chapter folder, in “All campaigns,” check the box to the left of the email campaigns and then in the “Actions” dropdown menu, choose “Move to folder.” (Figure 2) Navigate to your chapter folder and click “Move” button. (Figure 3)
• To create nested folders, in “All campaigns,” under the Folders dropdown menu, choose “Manage folders,” (Figure 4) and click “New Folder” button. (Figure 5). Name your folder and click “Add” button. (Figure 6) Then click on the three dots to the right of the newly created folder, select “Move to folder” and then navigate and save to your chapter folder. (Figure 7)

• Save your images or documents to the chapter’s designated folder in the image library of the regional account. You will also be able to create nested folders within your chapter image’s folder. Note that when you first upload an image or document it defaults to the “unfiled” folder. Please move to the chapter's folder.

• The “Campaign creator” is expected to abide by SCORE’s branding guidelines, e.g., approved colors, fonts, etc.

• Resources from this month's great Marketing webinar featuring Joanna Mays, HQ's email specialist (attaching Email Marketing Recommendations - pdf - for your convenience)
• Branding Guidelines - Interactive or PDF(attached for your convenience)

• The “Campaign creator” is also expected to use only those images for which they have permission. SCORE national provides stock images on the Support Center. Each chapter also has access to Getty Images (up to 5 images per month). Contact marketing@score.org to request a Getty login.

How do we indicate the audience for our local email?

• How are the Contact Lists Maintained? 
  
  • We have a weekly list update for client and volunteer records from Engage and National Workshop Client Leads. View detail on the maintenance process here.
  •  
• Will the region be sending out HQ’s emails “BizSuccess” and “Webinars Espanol”?

• As a default, yes. But, if your chapter customizes either email, please let Laura Gosse (laura.gosse@scorevolunteer.org) for Mid-Atlantic chapters and centralevents@scorevolunteer.org for Central chapters know and your chapter contacts will be excluded from the regional send.

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