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Understanding TeamRaiser Event Autoresponders

The TeamRaiser Autoresponders list contains the email messages that the system sends automatically to event participants and donors after they take a specific action within the system (such as completing registration or making a donation in support of a participant).

Note: If you do not set a date for an event (for example, in the case of a virtual event), no autoresponders will be sent.

Most of the autoresponders are set to be sent automatically when the appropriate interaction occurs. There are 4 blank Follow-up autoresponders that can be used to send reminders to participants at specific time intervals during the event (such as 7 days after a participant registers to remind them to edit their Personal Page). By default, these Follow-up autoresponders are Disabled and will not be sent unless you manually choose to send them.

Each autoresponder has a default version that was configured in the Autoresponder Center, but you can edit and customize it for a specific event. The Version to Send column on the list shows whether the Default Version from the Autoresponder Center or a Customized Version is scheduled to be sent.

If you edit an autoresponder, you can revert back to the Default by using the Switch to Default Version. Your saved changes will still be available if you click the Switch to Custom Version action.

Note: The Milestone autoresponder contains conditional strings that translate information supplied by the system for each milestone. You most likely do not want to edit the default content, but you can add more content directly in the milestone configuration that will be added to the specific milestone when a participant triggers the autoresponder.

The following autoresponders are available for TeamRaiser actions.

Autoresponder TriggerRecipientNotes
Congratulations for Reaching 50% Goal System detects that the total of the gifts made in support of a participant is equal to or more than 50% of the goal the participant set for self All Participants

If this goal is reached when the participant records an unconfirmed gift, the autoresponder will not be sent again when the gift is confirmed as received.

Disable this autoresponder if goals are not enabled. This autoresponder is sent while in test drive.

Congratulations for Reaching Your Goal System detects that the total of the gifts made in support of a participant is equal to or more than the goal the participant set for self All Participants If this goal is reached when the participant records unconfirmed gifts, this autoresponder will not be sent again when each gift is confirmed as received. Disable this autoresponder if goals are not enabled. This autoresponder is sent while in test drive.
Congratulations for Reaching a Fundraising Milestone System detects that a participant has raised a monetary amount equal to or more than the amount of a fundraising milestone set for the TeamRaiser eventAll Participants

Can be used to reward participants as well as guide them to raising even more money.

Disable if not using Milestones or if event managers will handle milestone achievements in a different way. This autoresponder is not sent while in test drive.

Event Manager Assignment System detects that a person has been assigned as an Event Manager for the TeamRaiser event Event ManagersThis autoresponder is not sent while in test drive.

Follow-Ups

(First, Second, Third, Fourth)

System detects that participant has been registered for:

  • 7** days
  • 14** days
  • 28** days
  • 42** days

** These are the default values. The actual number of days is set in the Event Option or Site Option.

Active Participants Typically used to remind participants about upcoming dates and encourage use of the Participant Center. Set to Disabled by default. This autoresponder is sent while in test drive.
Offline Gift Thank You Administrator enters a gift that a donor has mailed in, phoned in, or dropped off  OR Participant enters a gift that a donor gives to them (if function is enabled) Donors Disable this autoresponder so that a participant does not receive a large volume of emails when a batch of offline gifts are entered. This autoresponder is not sent while in test drive.
Registration Full Refund, Partial RefundAdministrator processes a full refund of registration fees (including an additional gift and any registration upsells) to a participant through the appropriate link in their registration, constituent recordParticipantsThis autoresponder is not sent while in test drive.
Sample Solicitation to Forward Person registers online All Participants

Although, you may disable this autoresponder and create a new template message (available from the Suggested Messages area) with graphics, links, and other HTML elements, some of the tracking options from this autoresponder may be lost.

You can use the HTML Editor to add these elements directly in the customized version of the autoresponder to retain the tracking elements. This autoresponder is sent while in test drive.

Someone Has Registered You Person enters additional registrants (for example, a family member) while registering online Secondary Registrant Participants Include an autologin link to the Participant Center with the username and password. This autoresponder is sent while in test drive.
Someone Joined Your Team Person registers online by joining an existing team Team Captain ParticipantsThis autoresponder is sent while in test drive.
Someone Made a Donation on Your Behalf Person makes a donation in support of a participant Participants (Opted-in) Participants can opt out of receiving this email notification when they register. This autoresponder is notsent while in test drive.
Thank You for Forming a Team Person registers online by forming a team and becomes team captain Team Captain Participants This is the version that team captains receive instead of Thank You for Registering. To add the link to the Participant Center, select TeamRaiser from the Links menu, select Options, and select Participant Center from the Page List drop-down. This autoresponder is sent while in test drive.
Thank You for Registering Person registers online by joining an existing team or as an individual participant Team Member Participants and Individual Participants

Do not overload this message with too much content. Instead, add the link to the Participant Center where you can present more detail as well as dynamic content.

If you change the suggested text, be sure you make it very clear that the Participant Center home page is the primary source for event information. This autoresponder is sent while in test drive.

Thank You for Your Gift Person makes a donation in support of a participant, team, or the event. Donors If you disable this, the donor does not get a thank you autoresponder. This autoresponder is not sent while in test drive.

If the site has the Tenting feature enabled in the product configuration and the Tenting option for the Participation Type of the participant is turned on:

Autoresponder TriggerRecipient
TeamRaiser Eligible for Tentmate Selection Participant registered for the 3-day or overnight TeamRaiser and has met the eligibility requirement (such as, meeting the minimum fundraising amount) Participants who meet the minimum requirement for tenting
Tentmate Has Completed Fundraising Previously ineligible participant meets their eligibility criteria participant requesting the tentmate assignment Participant requesting the tentmate assignment
Tentmate Request Eligible participant sends a request from the Participant Center asking the person to share a tent All Participants
Tentmate Request Accepted Participant clicks the Accept link in the tenting request received from another participant or from request sent by the administrator Participant requesting the tentmate assignment

Preview an Autoresponder for a TeamRaiser Event

Disable an Autoresponder from Automatically Sending for a TeamRaiser Event

Customize an Autoresponder for a TeamRaiser Event

Revert to the Default Autoresponder Content for TeamRaiser Event