Using preset emails

Sending preset emails is a great way that ChurchSuite helps church offices save time while communicating much more effectively with their church members.

In church life, there are certain emails that keep getting sent. Welcome emails to new visitors. Invitation emails to certain events. And what often happens is that they get rewritten over and over again. By using ChurchSuite's preset emails functionality, you can avoid this fate!

Using preset emails

When you compose an email, there is an option to the right of the "compose window" that says "Preset Email" (this only appears if at least one Preset Email has been previously prepared - see below). Selecting a preset email will copy it into your "compose window", ready for you to edit and, when you're ready, send, or schedule for sending.

Preparing preset emails

You can pre-prepare your own preset emails. Presets are stored in the Administrator or User section of your profile.

For Administrators, select "Presets" from the Administrator menu. Here you will see a list of Presets that are visible to you.

For Users, select "Presets" from the Users menu. Here you will see all presets that are set as visible to you as a User - either those set as visible to "Just Me" (your own presets) or those that are visible to you because you are a member of one or more User Groups.

In either menu, to prepare a new preset email click "Add email".

You'll now see a blank template ready for completion. Give your preset email a name that you'll easily recognise when you need to use it (e.g. Newcomer Dinner Invitation). Enter the "From" name and email address and also a Subject. Now you can type your email message body content, perhaps using Merge Fields if you wish to use personalisation. You can also choose styling options from the Template drop-down list, choosing between "Plain Text", "Branded Slimline" and "Branded Header". Previewing your email at any time will allow you to see what the styling looks like.

A note about embedding images and attachments

ChurchSuite uses a third-party tool for uploading files and images that are to be attached or embedded into emails. Uploaded files are retained for 720 days (2 years) from the date of upload, after which time they are automatically deleted. This means you will need to re-upload images/files that you've embedded to attached to preset emails.

Note the "Visible to" option. By default, new presets are visible, and therefore available for use, to "All Users". You can change this; to either set the preset as visible to "Just Me", or to a particular User Group. Click "Save Changes" when done.

Editing preset emails (perhaps to amend the visibility or change the message content) works in just the same way. From the Presets page, simply select "Edit email" from the cog drop-down menu of a preset.

Subject to the visibility restriction settings, your newly created or edited preset email is now available for use throughout ChurchSuite anytime you're using the "Send email" option.

You can also create email presets "on the fly" at the point of composing an email message. It's often the case that you're typing a message and you want to be able to save the message to be used again. You can do just that by saving your email message as a preset.

Once you've typed your message (and before you click "Preview Email"!), notice the "Save" option on the right-hand side. Clicking "Save" will save the preset exactly as it is, creating a new version (with an added sequential number each time you click "Save").

Saved presets added in this manner are created with default visibility set to "Just Me" i.e. they are private to you, as creator, only. If you wish to make your preset email more widely visible, follow the instructions above to "Edit" your preset email and amend the visibility restriction setting.

Email presets are saved with a preset name based on the email subject. Having saved your message as a preset, you might find it helpful to go back to the Presets section and update the email name to something more memorable if you wish - just click "Manage".

Still need help? Contact ChurchSuite Contact ChurchSuite