Summary: This guide explains how to set up and manage up to three automated reminders for volunteer shifts in Tithely Events, detailing how to customize the message, timing (1 to 21 days in advance), and delivery options (email/text), and how to save the configuration for specific events, entire series, or multiple roles.
Before You Begin
- Volunteers can receive up to three reminders, sent up to 21 days in advance.
- Text messages sent count towards your text limit.
- Reply/RSVPs are received by the Leader selected for that role.
- The system ignores the "Do Not Text" setting in a user's profile for these reminders.
Step-by-Step Instructions
Setting and Customizing Reminders
1. Navigate to "Events" and select the event on your calendar.
2. Select Volunteers.
3. Click "Volunteers will receive 1 reminder" under one of the roles in your event.
4. Toggle the desired number of reminders on (you can set up to three).
5. Click the edit button next to the reminder to customize the details:
* Timing: Choose when (1 to 21 days before the event).
* Subject/Message: Edit the content, using mailmerge options to personalize.
* Options: Choose to enable RSVP, send by Text Message, or only send to volunteers who have not RSVPed.
6. Confirm the Role's Leader. [Reminders sent from the leader's email (between 12 pm and 2 pm) and replies go to the leader. No leader = no-reply email.]
7. Click Done.
Saving Reminders (Scope Control)
1. After clicking Done (Step 7), click the green "Save for" button in the bottom right-hand corner.
2. Choose the scope for saving:
| Option | Purpose |
|---|---|
| Save for this Event Only | Saves the reminder set for this specific event/date only. |
| Save as Default for Series | Saves the reminder set for this specific role for all future events in the series. |
| Save for Multiple Roles | Applies this reminder configuration across multiple roles and teams. |
Troubleshooting & FAQs
-
Who receives replies and RSVPs? The Role's Leader receives replies and RSVPs. If no leader is selected for the role, the reminder is sent from a
noreply@breezechms.comaddress and will not show in your email history. - Can a volunteer block these texts? Even if a recipient has "Do Not Text" enabled on their profile, they will still receive text messages from Volunteer Management Reminders.
- If I change a reminder, will it send multiple times? Tithely Tip: Editing a reminder that is already in the queue may result in sending multiple reminders. It is often best to cancel and reschedule the entire event series' reminders if needed.
- How can volunteers block out dates they are unavailable? All event reminders now include a link to set blockout dates at the bottom of the email, allowing volunteers to mark themselves unavailable for future dates.