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Bulk Email Users

The Email Users functionality allows administrators to email users with notices or important information.  There are a variety of presets that allow you to chose your recipients.

Sending Mass Emails to Users

This article describes how to use the Email Users tool to send mass email communications. This feature allows administrators to compose and send messages to targeted groups of users based on criteria like user type, permit status, or assigned parking lot. This guide is intended for OPS-COM administrators responsible for user communications.

Using this Feature

This tool is a standard feature and does not require any specific setup. The effectiveness of the recipient filtering depends on having accurate and up-to-date user data, including correct User Types, Lot Assignments, and other user profile details. The process is divided into two phases: first defining your recipient list using filters, and then composing and sending the email.

Defining the Recipient List

  1. InGo the main menu, hover overto User Management and click Email Users.

  2. On the Email Users page, begin by selecting a primary group from the User Type Group drop-down menu.

  3. Next, refine your recipient list by selecting one or more filters from the available options:

    • Filter by: Narrow the list by user status (e.g., Has Active Permit, Is on a Waitlist).

    • Select by Lot: Target users assigned to specific parking lots.

    • Select by Locker Area: Target users with lockers in specific areas.

  4. Once your filters are chosen, click the Prepare Email button. This action generates the final recipient list based on your criteria and reveals the email composition tools.

Tip To select multiple options within a single filter box (e.g., to email users in three different lots), hold the Ctrl key (or Cmd on Mac) and click each desired option. To deselect an option, hold the same key and click it again.

Composing and Sending the Email

After preparing the email, a new section will appear on the page.

  1. First, verify your recipients. Click the View Recipient List button to review the list of users who will receive the email. You can also click Export Recipient List to download a CSV file for external review.

  2. Compose your message by filling in the Subject and Message fields.

  3. To include a file, click the Choose File button and select the desired attachment.

  4. When your message is ready, click the Send Email button.

  5. A confirmation prompt will appear. Click Yes to proceed.

  6. A confirmation message will then display, stating that the email has been queued for delivery.

Warning Box Sending a mass email is an irreversible action. Always proofread your subject line and message content carefully for accuracy and clarity before clicking Send Email.

Best Practices & Considerations

  • Always use the View Recipient List button to check your final list of recipients before sending. This is a critical step to ensure your communication reaches the correct audience.

  • Be aware that emails are queued for delivery and may not be sent instantaneously, especially for very large recipient lists. The system sends them in batches to ensure reliable delivery.

  • Use this tool for important operational announcements, such as lot closures, policy changes, or permit renewal deadlines. Avoid overusing it for non-essential matters to prevent 'email fatigue' among your users.

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