Newsletter Guide using Mailchimp

Link to document on the J drive: J:\FullCount\Documentation\Support\Mailchimp Newsletter Instructions

Before the Newsletter…

• Get ideas for article topics by checking monthly release notes/attending monthly release meetings
• Take good notes during the release meetings
• Invite ideas from others during the Support meeting
• Speak with management about topics decided
• Replicate the last newsletter campaign to begin a new draft
• Campaigns --> All campaigns --> FullCount Newsletter audience

Tips for writing a newsletter…

• Use pictures whenever possible
• J:\FullCount\Marketing\Stock Content\Purchased Stock Images
• Look for opportunities to link to our main website (additional modules, etc.) as well as Help articles if applicable
• Use a thesaurus

Sending the newsletter…

• Send test emails to team@fullcount.net for feedback before sending the final draft, function found underneath the campaign preview
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• Import contacts from Tracker
• In Tracker – Reports --> People Groups --> FullCount Newsletter --> Download email addresses (scroll to the bottom)
• Combine export list with users who have accessed the BO in the last 6 months.
• Copy all email addresses for pasting in Mailchimp import
• In Mailchimp – Audience --> Audience dashboard --> FullCount Newsletter --> View Contact
• First, archive the existing contacts in the Audience
• Manage Contacts --> Archive All Contacts
• Second, import the contacts with the data from Tracker
• Add contacts --> Import contacts --> Copy and paste --> [paste email addresses], Continue to Organize --> Update any existing contacts, Continue to Tag --> Continue to Match --> Finalize Import
• Third, unarchive all archived contacts
• Manage Contacts --> View archived contacts --> Select all contacts on page and click Unarchive (can only be done 100 at a time)
• Scheduling the newsletter
• Go to Campaigns --> FullCount Newsletter (current audience) --> [Current newsletter draft] --> Schedule (in the top right corner) --> Configure the time and send!

After you’ve sent the newsletter…

• Create a task in Redmine titled “Add <month, year> Newsletter to the Back Office” and assign the task to Development. Make the Due Date the second Tuesday of next month.
• Open the campaign in Mailchimp and click-drag from top to bottom to highlight everything (or CTRL + A). Copy this to your clipboard and paste in Word. Change the font to Arial. Make sure it looks good/move things around as needed. Save as PDF – double-check PDF to make sure it looks good there too.
• Gather statistics on the newsletter under Campaigns, find the campaign and click View Report