Email Address is Unique Identifier
The email address is the unique identifier within the email marketing module and has to be different for each person.
In order for each contact to receive communication separately, they should have a unique email address. This is important when contacts are being exported automatically from the club's accounting system. Each contact should have their own member number and email address set up in the accounting system.
Some clubs may have a separate member number for the primary, spouse and child, but the same email address was entered for each member number. If more than one member number shares the same email address, the member with the lower member number will appear in email marketing.
It is possible to list multiple email addresses under one account in the back office system and add them as contacts to the Email Marketing Module. All the field information will be the same for the one member number, only the email address will be different and the email address type field would be identified as Main, Business and Grid.
Example:
In this case #1133 is the lower number. It will be added to the email marketing module with
[email protected] along with the respective field information associated with the member number.
The field information for the spouse(#1133A) or child(#1133B) using the same email address will not be found in the email marketing module, unless a different email address is updated for #1133A and #1133B in the accounting system.
Scenario: Send email to all Female members at the club
- Mr. Lake(#1133) and Mrs. Lake(#1133A) are set up with two separate member numbers but share the same email address.
- Mr. Lake has the lower member number and is added to the email marketing system.
- A segment is created to only look for females at the club by using the gender/sex field (this depends what on the field name that is set up at the club).
- Since Mrs. Lake didn't get added to the email marketing system, she is not included in the segment created and as a result will not receive the email going to all females at the club.
- If Mrs. Lake would like to be included in this segment going forward she should be set up with her own email address in the accounting system.
To fix the scenario of shared email addresses, see details in How to Manage Email Addresses Uploaded to Email Marketing.
When the member is setup with their own unique email address in the accounting system and it has updated successfully into the email marketing system, they will:
- Be included in a segment if their criteria match.
- Have mail merges populated with correct information.