Email Report

The Email Report feature allows you to create an email list based on a query of your database. This is how email lists will be created in the Association Database.

You can create your list using the following criteria:

• Company Type
  • This filter allows you to choose the type of Company that the desired individuals belong to.
  • You can choose one or multiple Company Types.
  • Clicking the link "select" will open a pop up window with the current available Company Types with check boxes to select. Then click on the "select" button to add these Company Types.
  • Clicking the "clear selections" link will remove all Company Types from this filter.
• Contact Type Selection
  • Select BY Contact Type: This allows you to filter your email list to people who have one or more specific contact types (i.e. Billing Contact, CEO).
  • Select People with Active Membership Dues: This allows you to filter your email list to only people who have an active (not expired) membership dues record in the database.
  • Select ALL People regardless of contact type: This allows you to filter your email list to people who have any contact type and also does not restrict to active membership dues.
  • Select People associated with Member Companies by Company Type: This allows you to filter your email list to people who are connected to a company, when the company is the Member and the company has an active (not expired) membership dues record in the database, and also works in conjunction with the Company Type filter above.
• Contact Type
  • This filter allows you to filter your email list by the type of Contact assigned to a person's record (i.e. Billing Contact, CEO).
  • You may select one or multiple Contact Types.
  • Clicking the link "select" will open a pop up window with the current available Contact Types with check boxes to select. Then click on the "select" button to add these Contact Types.
  • Clicking the "clear selections" link will remove all Contact Types from this filter.
• Company Industry Type
  • This filter allows you to filter your email list by the type of Industry assigned to a Company's record (i.e. Banking, Automotive).
  • You may select one or multiple Industry Types.
  • Clicking the link "select" will open a pop up window with the current available Industry Types with check boxes to select. Then click on the "select" button to add these Industry Types.
  • Clicking the "clear selections" link will remove all Industry Types from this filter.
• Committee
  • This filter allows you to choose a Committee to create your email list.
  • Choosing a Committee from the drop list will result in only members of that Committee being added to your email list.
• Chapter
  •  This filter allows you to choose a Chapter to create your email list.
  • Choosing a Chapter from the drop list will result in only members of that Chapter being added to your email list.
• Include Grace Period
  • This filter will include members whose membership dues record may be past it's expiration date, but still within the Grace Period.
• Event Attendees
  • Select Type
    • Both: This will allow you to search a list of Courses and Events to add or exclude attendees of the selected Course or Event as a filter on your email list.
    • Event: This will allow you to search a list of Events to add or exclude attendees of the selected Event as a filter on your email list.
    • Course-Session: This will allow you to search a list of Courses (and related Course Sessions) to add or exclude attendees of the selected Course/Session as a filter on your email list.
  • Status
    • Scheduled/Active: This will show you a list of Scheduled or Active Events or Courses to select from.
    • Past/Closed: This will show you a list of Past or Closed Events or Courses to select from.
    • Inactive: This will show you a list of Inactive Events or Courses to select from.
  • Event/Course Drop List
    • After you chose Event or Course/Session for the type of filter, you will see a drop list of available Events or Courses in the Status you chose
    • You can choose one Event or Course/Session from the drop list
    • Choosing "Include Registrants" will only include people who are registered and Approved for the selected Event or Course.
    • Choosing "Exclude Registrants" will only include people who are NOT registered for the selected Event or Course.
• Country
  • This filter allows you to create an email list that includes people only in the selected Country.
  • Note: If a person does not have a Country selected on their profile and you use this filter, that person will not be displayed.
• State
  • This filter allows you to create an email list that includes people only in the selected State.
  • Note: If a person does not have a State selected on their profile and you use this filter, that person will not be displayed.
• City
  • This filter allows you to create an email list that includes people only in the selected City.
  • Note: If a person does not have a City selected on their profile and you use this filter, that person will not be displayed.
• Search Location By
  • This filter allows you to use the Country, State, City filters for either the Company's profile (belonging to the persons you wish to email) or the People profile. 
• Email Status
  • Any: This will include people whose Email Status is Opted In, Opted Out, or not selected
  • Opted In: This will include people who have chosen the Opted In option on their profile only.
  • Opted Out: This will include people who have chosen the Opted In option on their profile only.
• People Status
  • All: This will include people whose status is Active, Inactive, or Non Member Event Enrollee.
  • Active: This will only include people whose status is Active
  • Inactive: This will only include people whose status is Inactive
  • Non Member Event Enrollee: This will only include people whose status is Non Member Event Enrollee. A Non Member Event Enrollee is a person who has registered for an event on your site, but is not a member
• People Login Status
  • Any: This will include people whose login status is either Normal, Pending, or Cannot Login
  • Normal: This will include people whose login status is Normal (has active membership dues record)
  • Pending: This will include people whose login status is Pending. Generally, one will have a Pending login status when they are awaiting membership approval.
  • Cannot Login: This will include people whose login status is Cannot Login. Generally, one will have a Cannot Login login status when they are an expired member or a Non Member Event Enrollee who does not have a login.

Once you have the results for you email list, then click “proceed” to send an email to this group. Because the email lists in xCatalyst are driven by the Association Database, they will update automatically based on the data.

For instance, if you have a email list that contains members in Ohio, and one member moves, they will no longer be on this list. If a member expires, they will also not be on the email list any longer.

Email lists are saved here for future use

Manage Lists

After you have created an Email List, you can come back to it. Click on Manage Lists, you can:

• Find an Email List by Name
• Browse Lists
• Create a New List (Email Report)
• Send Emails to a List
• View the Criteria for a List
• Edit the Criteria for a List
• Delete a List