Letter Template Types
Letter and email templates are used to write letters and emails that incorporate names and other information from ExceedFurther. Each template type includes a group of fields from your data that you can include in the text of the letter or email.
With the exception of General Mailings, each template also includes a set of filter options to help you find the names and associated information for that type of template. For example, if you are using the Gift Acknowledgment template, the filters are based on the date of the gift and whether or not it has already been acknowledged.
The filters that appear with each template type are provided as a shortcut since they apply to the fields that are most likely to be used with the corresponding template type. However, you can also use the Advanced Filter with any template to select the names for the mailing.
When you are using the New Mailing tab to run a mailing, you select the template type at Step 1, Select Templates. The type you select determines the filters that appear in Step 3, Select Recipients.
Templates available for mailings are as follows:
General Mailings
This template can be used for any general letter or email, such as personally addressed news updates, solicitation letters, and invitations. It includes name, address and salutation fields as well as information about the most recent gift.
Template filters: None
Acknowledgment Letters
This template includes details about gifts of all types and is intended for sending thank-you letters. You can choose to send one letter for each gift or you can include several gifts per letter by incorporating a merge table of gifts into the template.
After the letters are run, you are asked if you wish to mark the gifts as acknowledged. If you click on Yes, each gift included in the letters is marked as acknowledged.
Template Filters:
- Date range based on gift entry date or gift date
- Include only unacknowledged gifts, Include only acknowledged gifts, or Include all gifts (in the date range)
Receipts
The receipt template is designed for generating receipts that meet Canadian requirements. One letter is created for each receipt number. If more than one gift has the same receipt number, these gifts appear together on the same receipt.
When using Canadian receipt features in Exceed Beyond, you can mark each donor with their receipt preference: a separate receipt for each gift, a receipt that consolidates gifts given each month, each quarter, or each year, or a receipt that consolidates all gifts given in conjunction with an event. When you run a receipt mailing, you determine which of these preferences to include. For example, if you are at the end of a month and have entered all of that month's gifts, it is time to run receipts for those donors who wish to receive a monthly receipt, along with those who prefer a receipt with every gift. At the end of the quarter you would run both monthly and quarterly receipts, plus per-gift receipts.
Template Filters:
- Date range based on gift entry date or gift date
- Include only unacknowledged gifts, Include only acknowledged gifts, or include all gifts (in the date range)
- Include only gifts with receipt numbers, Include only gifts without receipt numbers, Include all gifts
- Receipt Preferences (Include donors with these receipt preferences):
- Per Gift
- Monthly
- Quarterly
- Annual
- By Event
Pledge Reminders
Use the Pledge Reminders template to send reminders to donors who have a pledge payment scheduled.
If you have set up an online pledge payment page, you can embed a link to the page in your letter or email. Make sure you include the pledge number in the letter so the donor can type it in when making their pledge payment. This ensures it goes to the correct pledge.
Template Filters:
- Month and Year that payments are due.
- Include all current and past due pledge payments or Include only pledges with a current payment scheduled
Tributes
When a tribute gift is given, you have the option of attaching family or other names to the tribute so that you can notify these people that a gift was given in honor or memory of their relative or friend. The Tributes template creates a letter to each family member or friend listing the donor names and addresses of those who have given in honor or memory.
When a Tribute gift is made, you have the option of checking a Notified check box on the gift screen. This indicates that the family and friends have already been notified of this gift. By using the Notified box, you can avoid sending the same names more than once. After you run the Tribute letters, you are asked if you want to mark the gifts as notified. If the letter have run successfully, you should respond Yes so all of the Notified check boxes for the gifts included in the mailing are automatically checked for you.
Template Filters:
- Date range based on gift entry date or gift date
- Include gift comments
- Exclude gifts whose tribute letters have already been sent. (These are the gifts where the Notified check box is checked.)
Membership Renewal Reminders
This template contains merge fields for reminding members that their membership is expiring so they can pay their dues. The filter of month and year is used to find every member who is expiring in the selected Month and Year or in the month before and the month after.
For example, if you filter on March, 2013, the names include everyone with a membership expiration date in February, March and April of 2013. This is provided so that you can send three reminders to those who do not renew.
If you have set up an online membership renewal page, you can embed a link to the page in your letter or email. The link includes the membership renewal number for each membership included in the communication. This helps ensure that the correct membership is credited for the renewal payment.
Template Filters:
- Month and Year
Campaign Ask
When you define a Campaign and add prospects, you can add an ask amount to each prospect name. This template includes these ask amounts so you can send personalized solicitation letters to each prospect.
Template Filters:
- Campaign code
Event Letter
This template includes fields related to an event, including RSVP status, sponsorship level, and group assignment.
Template Filters:
- Event code
Volunteer Schedule Reminder
This template includes a table showing the scheduled volunteer sessions for each name.
Template Filters:
- Date range for scheduled date
- Include only volunteers who worked on the scheduled dates, Include only volunteers who have not worked, or Include all volunteers scheduled
Volunteer Thank You
This template is for acknowledging volunteers for their work. The details of the sessions they worked are available in a table.
Template Filters:
- Date range for worked date
- Include only volunteers who have not been acknowledged, Include only volunteers who have been acknowledged, or Include all volunteers
Grant Letter
This template includes details of each proposal and grant so that you can communicate with your applicants (for outgoing grants) or send information to foundations (for incoming grants).
Template Filters:
- Date range based on Request date, Grant date or Review date.
Grant Activity
This template lists activities associated with grants. For outgoing grants, you can use this template to provide a list of reports that you expect from a grantee, for example.
Template Filters:
- Date range based on Grant Request date, Grant date, Grant Review date, Activity scheduled date, or Activity completed date.
Grant Payment
This template lists payments associated with grants. For outgoing grants, you can use this template to inform grantees of the expected timing of payments, for example.
Template Filters:
- Date range based on Grant Request date, Grant date, Grant Review date, Payment scheduled date, or Paid date.
Guest Bills and Invoices
This template creates a bill or invoice detailing charges and payments associated with a Guest stay.
Template Filters:
- Date range based on Dates in House, Arrival, Departure, Expected Departure, Charge date or Payment date.
Guest Letter
This template creates letters for guests. It can be used for a welcome letter, a confirmation, an apology for not having a room available, or any type of communication containing information about a guest stay.
Template Filters:
- Date range based on Dates in House, Arrival, Departure, Expected Departure, Charge date or Payment date.
- Include stay types:
- Stay
- Request
- Confirmed
- No Room
- Wait List
- Cancel
- No Show
Guest Registration
This template contains details about each guest stay and can be used to create a custom registration form.
Template Filters:
- Date range based on Dates in House, Arrival, Departure, Expected Departure, Charge date or Payment date.
- Include stay types:
- Stay
- Request
- Confirmed
- No Room
- Wait List
- Cancel
- No Show