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How do I email volunteers? (Contacts, Groups, Opportunities, and Messages)

Emailing volunteers is easy, whether you're reaching out to individuals, groups, or program participants. Here’s how to do it through contacts, groups, programs, opportunities, and messages.

In this article:


How to email through Contacts (See video below):

  1. Under People, go to Contacts.
  2. Select all your contacts, or filter to choose the specific ones you need to email.
  3. After selecting your contacts, go to Actions and click Send Email.
  4. The standard email communication box will appear, allowing you to compose your message. You can add hyperlinks, and with a paid Pro subscription, you can also attach documents.
  5. Click Send at the bottom to send out your email.
How to email through Contacts:

 

How to email through Groups (see video below):

  1. Under People, select Groups.
  2. Find the group you'd like to email, then click on the Contacts tab.
  3. Select all the contacts you need to reach out to, then go to Actions and select Email Volunteers.
  4. The standard email communication box will appear, allowing you to compose your message. You can add hyperlinks, and with a paid Pro subscription, you can also attach documents.
  5. Click Send at the bottom to send out your email.

How to email through groups:


How to email through Opportunities (see video below):

  1. Under Opportunities, go to Manage events.
  2. Select the event you need to email volunteers for, then click on the Shifts tab.
  3. All volunteers signed up are selected by default, or you can choose specific volunteers to reach out to.
  4. Go to Actions and select Email Volunteers.
  5. The standard email communication box will appear, allowing you to compose your message. You can add hyperlinks, and with a paid Pro subscription, you can also attach documents.
  6. Click Send at the bottom to send out your email.

How to email through opportunities:

 

How to email through messages (see video below):

  1. Go to the Messages tab and select Send Email.
  2. Click Send Now, and the standard email communication box will appear.
  3. Search for and select specific contacts, or leave the selection empty to send to all your contacts.
  4. Click Send at the bottom to send out your email.

What happens when you send an email

No matter which method you use above (Contacts, Groups, Opportunities, or Messages), the same Send Email window will appear.

  1. Email Template. Use the dropdown at the top to select a saved template, or leave it as "Select Template" to write your message from scratch. If you don't select a template, your email sends as a plain, standard POINT email, without any organization or program branding (no custom logo, colors, or footer).

  2. Contacts. Choose whether to send to All contacts or just your Selected contacts.

  3. Enter your email. Add the email address you'd like to be reached at if a volunteer replies.

  4. Subject. Give your email a subject line.

  5. Message. Write your message in the text box. Use the toolbar to format text, add links or images, and create lists.

  6. BCC me. Leave this checked if you'd like a copy of the email sent to your own inbox.

  7. Documents. Click "Add Document" to upload a new file, or "Select from Library" to attach a document you've already uploaded.

  8. Preview. Click "Preview" to see how your email will look before it goes out.

  9. Send. When everything looks right, click "Send" to deliver your email.

Sending with a template 

If you select a saved template instead:

  • The Subject and Message fields are pre-filled with the template's content, ready to edit.
  • If the template has a Signature turned on, it appears automatically with the name, photo, and contact details from the template.
  • If the template uses branding tied to a specific program, POINT shows a note: "This template uses branding, which belongs to the '[Program Name]' program." The email will use that program's logo, colors, and footer instead of your organization's default branding.
  • The Contacts options update to match the program, showing "All contacts for the '[Program Name]' program" and "Selected contacts from '[Program Name]' program", so you only email volunteers connected to that program. 

To learn more about creating templates and setting up branding, see How to Create an Email Template and Apply Branding.


Questions? Email us at support@pointapp.org.