This article covers composing and sending an email. For reusable message layouts, see Email Template Library.
You can use the 'Compose' functionality in AwardSpring to send emails to users (such as applicants or reviewers).
To get started, go to Communications > Emails in the main navigation menu and open the Compose tab.
The Compose tab offers three options. To draft a one-off email, use the quick compose screen described below.
1. Recipients field:
Click Open quick compose to load the compose screen, where the Recipients card is first.
If you'd like to reach out to applicants that did not submit their general application in your current (active) cycle, in the Distribution List dropdown menu select your active cycle, and proceed with drafting your email.
Note: Students must have started the application by answering at least one application question to be part of the distribution list.
Otherwise, you can search for users individually by typing in a few letters of their name or email address. Once you locate the user simply click them to include them in the recipient list. Alternatively, you can copy and paste a list of email addresses (for example, from a report).
Note: Emails are sent as individual emails, so the recipients do not see each other's information (similar to a BCC).
2. From field (optional):
The From dropdown in the Sending card lets you choose who the email appears to come from.
The first option will be your organization's name; choose this option if you want the email to look like it's being sent from your organization.
The second option will be your name and email address; choose this option if you want the email to look like it's being sent from you.
Note: Emails are sent from AwardSpring email servers, not your organization. The From field determines what sender information is shown to the recipient when they open the email.
3. When to send:
In the Sending card, choose Send now to send the email right away, or Schedule to send it on a future date at a specific time. Choosing Schedule shows date and time fields; emails send in your institution's time zone.
Note: Scheduled emails are listed on the Scheduled tab of the Emails page.
4. Subject field:
Type in a subject for your email (this is a required field).
5. Message field:
In the toolbar you'll find a few features that will help you as you prep your email.
AI tool—once you type in the intent of your email, it will generate a draft message for you. If you like the generated message, click the Insert button and continue to edit your message if needed.
AI shortcuts—once you've drafted your message, highlight your text and apply various tools under the magic wand that will improve your message (alter the tone and style of your email, translate, etc).
Insert merge tag—since you're most likely sending your message in bulk you can use the insert field icon in the toolbar to add basic details from each recipient's account into the email they receive. Available fields are Recipient First Name, Recipient Last Name, Admin First Name, Admin Last Name, Homepage Link and Institution Name. The most common are Recipient First Name and Recipient Last Name.
Other tools are available in the toolbar like bolding, italicizing, bulleting, etc.
Note: We strongly suggest that you include contact information in your emails, as the emails get sent from a 'no reply' email address which is monitored by the Support team only (for more information, please reach out to support@awardspring.com).
6. Attachment field:
Use the Add a file area below the message to attach a document/file (this field is optional).
Note: You can attach up to 10 files, 10 MB in total.
When you're ready, click Send to send your email! Hooray!
If you chose Schedule, the button reads Schedule instead.
Note: If you ever need to look at the history of emails that you've sent to an applicant or user, you can locate their account under People > Users and select it, then click their User Activity tab to view any emails that have been sent.
