In order to assist you in managing your program, Together offers the ability to manually send custom emails from the participant tables.

Manually trigger a custom email to a selection of users

As the admin, you can opt to manually send a custom email template. You can start with a template or create an email from scratch. 

Admins can also choose to send custom emails to only Mentees or only Mentors as recipiants in the all participant tables.

To start creating your email, select the users of interest in the preferred participant table and click Send Custom Email:

A pop up will display email templates options or the ability to start an email from scratch. Namely, you can start with, edit, and trigger emails templates such as: 

• Staying connected with your match in [programName]

• Need help finding a match in [programName]?

• Booking your first session with your match in [programName]

• Low session score - Is your match not a good fit?

You'll have the ability to review the template before sending the email to selected participants. To make changes to the template displayed, follow the link to open the template editor. 

Here, you can modify areas such as: Subject, Email recipients, Sender display name, Including the program banner. 

You can choose to have the email from your email personally or from the general mentorship program. Replies to the email will always be sent to the users who initiated sending the custom email (you!).

You may also include custom variables within your emails, such as a user's first name, the organization name, the program name, etc. To include a variable within your email, when drafting your email and in the text editor, click on Insert Custom.

From the dropdown that appears, you will be able to select the custom variable you would like to display. 

When previewing your custom email template, the custom variables are replacement tokens. For example, when the email below is sent out [recipientFirstName] and [programName] will automatically be replaced with the user's first name and the program name.

The email can be saved as a new custom email template or replace existing templates. 

When you're ready for testing, previewing and sending, you have the option to:

• Send Test Email to send yourself an example email or

• Preview & Send to view your edits and send to the selected recipients

📌 Note: when previewing the email, any replacement strings, ie: [recipientFirstName], will be replaced (in this case, using your first name).

When selecting Preview & Send, another window will pop up to confirm the selected emails addresses.

Custom Email Templates

Together also offers the ability to create your own custom email templates. Navigate to Programs > Emails > Custom Templates to get started. You can review emails you've created and saved in this section.

Each organization will start with 4 custom template emails curated by Together - you can edit these to your preference, or add additional email templates more specific to your use-case.

Email templates exist at the organizational level and shared across all programs, making it seamless to easily re-use in different programs! Once an email template is created in one program, it will be available as a template for all programs.

To start creating your own email template, select Add Custom Template:

Scheduled Emails

While custom email templates are organization wide, scheduled emails are program-specific. To add a scheduled email or view analytics, navigate to Programs > Emails > Scheduled Emails.

Scheduled emails can trigger on a date, or a certain number of days after registration. These emails can also be configured with triggers to target specific audiences, roles or everyone in the program. 

📌 Note: any admin can edit the scheduled email settings. The Reply-To and display name are locked to the admin who created the email template. If the admin wants to change the Reply-To email, they will need to recreate the email.

By default, schedule emails are turned OFF at creation. Turn on your scheduled email in the Email Settings or in the 3 dot menu under Actions > Turn on.

📌 Note: the "Run Date" doesn't appear for emails that are OFF, or that are triggered on events like after registration, rather than static date/time.

Only emails with a green icon status will run automatically. 

Have more questions? Submit a request here and let us know how we can help!