📄 SayPro Task Document: Send Follow-Up Emails Through SayPro CRM to All Session Participants.

Program: SayPro Monthly Donor Education Initiative – SCMR-2
Managed by: SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Oversight By: SayPro Marketing Royalty (SCMR)
Platform: https://saypro.online
Deadline: Ongoing after each donor education session
Objective: To strengthen donor engagement, reinforce key messages, and encourage further action by sending personalized follow-up emails to all participants of planned giving educational sessions via SayPro CRM.

🔹 Purpose and Strategic Importance

Follow-up communication after donor education sessions is a critical component of SayPro’s donor engagement and stewardship process. Sending thoughtful, timely, and relevant follow-up emails:

• Reinforces learning: Recaps key information and insights shared during the session, helping participants retain and apply what they learned.
• Builds relationships: Shows appreciation for participants’ time and interest, reinforcing SayPro’s commitment to donor care.
• Encourages action: Provides clear next steps such as scheduling one-on-one consultations, downloading additional resources, or signing up for future events.
• Captures feedback: Offers an opportunity to collect participants’ thoughts and suggestions for continuous improvement.
• Improves donor retention: Keeps SayPro top-of-mind, increasing the likelihood of long-term planned giving commitments.

🔹 Preparation and Planning

1. Session Data Collection

• Ensure all participant information (names, emails, donor status, session attended) is accurately captured and uploaded into SayPro CRM immediately after the session.
• Verify data integrity to avoid duplicate entries or incorrect contact information.

2. Email Content Development

• Develop a series of customizable email templates tailored to the type of session (online webinar, in-person workshop) and participant segments (existing donors, prospects, financial advisors).
• Typical email content should include:
  • A warm thank-you note acknowledging attendance.
  • Summary of key planned giving concepts covered in the session.
  • Links to downloadable resources such as SayPro’s Planned Giving Donor Guide, FAQs, or recorded session videos.
  • Contact details for donor education specialists for further inquiries.
  • Clear calls to action (e.g., “Schedule a Consultation,” “Register for Next Workshop”).
  • Invitation to complete a brief feedback survey to improve future sessions.

🔹 Email Sending Process via SayPro CRM

Step 1: Segment Participants

• Use CRM filters to segment session participants by relevant criteria such as donor status, previous engagement level, or interest shown during the session.
• This segmentation enables sending highly targeted, personalized emails that resonate with each recipient.

Step 2: Personalization

• Utilize CRM dynamic fields to personalize emails with recipient names, session titles, and any specific remarks noted during the session.
• Personalization increases open rates and engagement by making emails feel relevant and direct.

Step 3: Schedule and Automate

• Schedule the initial follow-up email to be sent ideally within 24 to 48 hours post-session to maintain momentum and capitalize on participant engagement.
• Set up automated reminder emails for those who have not opened or responded within one week.
• Automate subsequent follow-ups with additional resources or invitations to other events over a period of 2 to 4 weeks, depending on the participant’s level of interaction.

Step 4: Monitor Delivery and Engagement

• Track key metrics such as delivery rates, open rates, click-through rates, and responses within the CRM dashboard.
• Identify participants who show high engagement and flag them for personal outreach by donor education specialists.

🔹 Follow-Up Email Examples and Variations

• Thank-You & Resource Sharing: A general thank-you message with links to session recordings, FAQs, and donor guides.
• Next Steps & Consultation Offer: Encourages participants to book personalized planned giving consultations.
• Event Invitation: Invites participants to upcoming workshops or webinars relevant to planned giving.
• Feedback Request: Solicits feedback through an embedded survey link to understand participant satisfaction and areas for improvement.

🔹 Data Management and Privacy Compliance

• Ensure all email communications comply with applicable data protection laws (e.g., GDPR, CAN-SPAM) and SayPro’s privacy policy.
• Provide recipients with a clear option to unsubscribe or adjust communication preferences.
• Maintain secure handling and storage of personal data within SayPro CRM.

🔹 Reporting and Continuous Improvement

• Generate weekly reports summarizing email campaign performance, participant responses, and any notable trends.
• Share insights with the SayPro Fundraising Office and SCMR Oversight Team to refine messaging and scheduling strategies.
• Use participant feedback to enhance future session content and follow-up communications.
• Update CRM contact profiles based on email interactions and follow-up outcomes to ensure an accurate donor engagement record.

🔹 Roles and Responsibilities

🔹 Timeline Overview

🔹 Conclusion

Sending timely, thoughtful follow-up emails through the SayPro CRM to all session participants is vital for reinforcing donor education, deepening engagement, and driving planned giving actions. This practice supports SayPro’s mission to provide ongoing education, build trust, and nurture meaningful donor relationships that sustain SayPro’s programs for years to come.