You can use the 'Compose' functionality in AwardSpring to send emails to users (such as applicants or reviewers).
To get started, click the Emails tab in the main navigation menu, then the Compose subtab.
A new page will load allowing you to draft your email.
1. Set Reply to Email Address field:
The dropdown menu at the top of the page will allow you to select who the email should appear to be coming 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 email address; choose this option if you want the email to look like it's being sent from your email address.
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.
2. Recipients field:
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).
3. Subject field:
Type in a subject for your email (this is a required field).
4. Attachment field:
Use the Upload File button to attach a document/file (this field is optional).
Note: You are able to attach more than one file.
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 magic wand—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).
Variables—since you're most likely sending your message in bulk you can use this tool to insert basic student details that are added from their accounts into the email that they will receive. Most common ones are {{RecipientFirstName}} and {{RecipientLastName}} variables.
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. Schedule Delivery/Send Now fields:
You can schedule your email to be sent on a future date at a specific time or you can choose to send the email out instantly.
Note: If you choose to schedule your email, once you click Confirm you will see the scheduled email at the top of the page under a section called Scheduled Emails.
When you're ready, click Send to send your email! Hooray!
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 the Users tab and select it, then click their User Activity tab to view any emails that have been sent.
