Email Notifications of Meetings

[Ronz]

We want to automatically send a meeting email notice a week in advance to people attending the recurring monthly meetnig. I am having problems understanding how to do this. I have the meeting scheduled and addendees added fine. I have the pcplus10task program in the scheduler and set to run at 1 pm and 4 pm daily. I don't think it is working.

Is there some better documentation than what is on the help screen?

Any suggestions will help. Thanks.

[NeilZ]

We want to automatically send a meeting email notice a week in advance to people attending the recurring monthly meetnig. I am having problems understanding how to do this. I have the meeting scheduled and addendees added fine. I have the pcplus10task program in the scheduler and set to run at 1 pm and 4 pm daily. I don't think it is working.

Is there some better documentation than what is on the help screen?

Any suggestions will help. Thanks.

A few questions:

1. Has Powerchurch been setup to send mass emails?
2. Has a task been setup to notify all the attendees ? (probably has, but just asking)

FWIW ... PC10Task should only send out emails for those emails scheduled for that day. That is, if you have a meeting on Saturday, with notifications setup for 3 days prior, then they'd go out on Wednesday.

[Ronz]

Well, my test event emails did get sent. I guess I need to play with a lot more. Having to make a task for an event notification seems to confuse me a little. If I have a weekly Choir Practice event, then I have to make a task to email choir members of the practice. What do I call the event? Choir Practice Meeting Notification?

Mabye a few good example in a FAQ or whitepaper would help undetstand this a little better.

Thanks.

[Jeff]

Task e-mail and event notifications are two different things. Task e-mails are to remind people that need to bring coffee or setup chairs. Task e-mails can be scheduled. The idea behind that is you only want to send out a couple days of tasks at a time and probably schedule them to happen at 4:00am so you have your tasks in your inbox when you start work.

Event notification e-mail messages are sent from within PC+ by going to Events -> Send e-mail event reminders, currently they cannot be scheduled. The thought was these messages would only be sent once a week. Each person is only e-mailed the events for activities that they are involved in as well as any events marked as church-wide. An option when sending event reminders is that parents can get reminders for activities their children are involved in as well as their own activities.

[Ronz]

I was excited when I hear that PC had an Event calendar that could email notifications of events. I had been asked to setup a special computer so volunteers could manually email notices of meetings to people a week or so before the meetings so the secretary would not have to do it all of the time. How great it would be if PC would do that automatically and we would not need the computer and volunteers for that.

It seems like I can setup a task for a monthly meeting and that task would be simply to attend the meeting. Setup time 0 and tear down time 0. I have my email notification time set to 6 days, so 6 days before the meeting, the task is sent out. Since it is a recurring meeting, that email should get sent once 6 days before each monthly meeting. Will that work?

I have my pcplus10task.exe program scheduled to run twice every day. I assume once it sends the email 6 days prior, it won't continue sending email twice a day for 6 days. Is my assumption correct?

Thanks.

[Ronz]

I was excited when I hear that PC had an Event calendar that could email notifications of events. I had been asked to setup a special computer so volunteers could manually email notices of meetings to people a week or so before the meetings so the secretary would not have to do it all of the time. How great it would be if PC would do that automatically and we would not need the computer and volunteers for that.

It seems like I can setup a task for a monthly meeting and that task would be simply to attend the meeting. Setup time 0 and tear down time 0. I have my email notification time set to 6 days, so 6 days before the meeting, the task is sent out. Since it is a recurring meeting, that email should get sent once 6 days before each monthly meeting. Will that work?

I have my pcplus10task.exe program scheduled to run twice every day. I assume once it sends the email 6 days prior, it won't continue sending email twice a day for 6 days. Is my assumption correct?

Thanks.

[Jeff]

There are 2 different types of e-mail messages that can be sent from the events module, task reminders and event reminders. In your example if you set up tasks, it will send 12 task reminder e-mails messages out. (twice a day for 6 days) The idea behind the task e-mail messages is to remind someone to do a specific task. It will continue to send the task reminder messages until the task has been marked as complete or the due date for the task has been passed.

Event reminder messages currently cannot be scheduled. If you run through the send event reminders assistant, you will see that there are many more options to sending out event notification messages. We were working through automating this process, but there were just more options than could be done in a first release.

You can set up a task to remind someone to send the event reminder e-mail message.