Broadly speaking, sending a group communication requires two steps: creating a group of leads (a step you only have to do once for each group) and then sending that group a message (which you can do however often you want).

Step 1: On the “Marketing” tab, “Manage Groups” sub-tab, click “+ Add Group”.

Step 2: On the “Manage Group” page, enter a Group Name, select at least one Applicable Status and select at least one Applicable Age Group. 

Step 3: Then select any other options that will identify the leads you want to contact. 

(Note: it is okay to leave fields blank; blank fields are simply ignored when ChildCareCRM is identifying leads to be in your group.)

Step 4: Click the “SAVE” button at the bottom of the screen.

(In the example below, a director wants to email new location hours to every lead who was a lost opportunity due to the center’s hours--i.e. the Lost Opportunity Reason was “Hours Open”.)

(The examples below focus on group emails, but during Step 3 below you can select texts, tasks, etc.)

Step 1: On the “Marketing” tab, “Manage Group” sub-tab, click the green "Send Group Communication" icon for the group you want to communicate with:

Step 2 (Optional):  If this communication is part of a marketing campaign, select the campaign.  

Step 3 (Required):  Select the type of communication you want to send out.

The screen will change based on the type of communication method you choose.
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​Step 4:  Fill out the form that appears.  For example:

A (Optional): Select an email template. 

B: Enter or review/edit the “Subject” of the email. 

C: If you want to copy emails to leads’ alternate email addresses, check the box.

D: If you selected a template, that template's communication type will auto-populate--move to "E" below.  If you are not using a template, select "Marketing" if the purpose of the communication is to pitch your services, "Service" if it is a reminder of an upcoming event, or "General" otherwise.

E: If you want to notify your Director when this email goes out, check the box.

F: Add, review or remove attachments as necessary.

G: Enter the date and time you want the email to be sent. Make sure you select a point in the future, not the past.

H: Select who should get any replies.

I & J: Decide who the email should be from (as far as what the leads will see in their email box).

K: Type or review/edit the message to the group members. 

**The “Notify Director” option in Group Communication allows Directors to know when group messages are sent to parents. If this is checked, the system will send an email to the Director that summarizes the message along with the names of all the parents who received it. Directors will receive this email before parents receive the actual group communication.

Step 5 (Optional): If you would like to preview the leads that will receive your communication, click "PREVIEW LEADS".  

Click "NEXT" to proceed.

Step 6:  If everything looks correct on the confirmation page, click the blue button to send your communication: