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Communications

Alternate Emails for Personnel

Some personnel may have different email addresses based on the different roles they serve. If you need to send emails based on different roles, you can set up alternate emails for those personnel.

Important: This enhancement is only for church and diocesan personnel with more than one work email address. We are exploring future enhancements to allow a User to have multiple email addresses (such as work and personal) associated with a single contact. For now, please use this feature for personnel only, and do not store multiple email addresses for non-staff users.

Examples

This is useful if you have personnel who work at both the church and diocese levels. For example, Jeff is a rector in one of your parishes, but he also serves as a canon for the diocese. His Contact record in the Platform only tracks his parish email address. Using alternate emails, you can set up his diocesan email address. Then, when you email Jeff from MinistryPlatform, you can select to send to his parish or diocesan email address based on the email you write. This way, diocesan announcements don't get buried in his parish email inbox and vice versa!

This is also useful if you have personnel who work in multiple departments or teams. For example, Cathy handles bookkeeping for both the church and affiliated preschool and has separate email addresses for each. The school director can use alternate emails to send Cathy preschool-related messages to one email address, and the pastoral team can send church-related messages to her other email address. Get the right information to the right people at the right time!

Notes about Alternate Email Addresses

  • Only use alternate email addresses for communication purposes. Do not use them for account management, duplicate checks, matching, or other MinistryPlatform applications.
  • Only administrators and staff can access alternate email addresses in the Platform. As such, Life Apps communications send to the email address on the Contact record.

Watch & Learn

Add an Alternate Email Type

Set up the different types of email addresses that personnel may have.

  1. In the navigation menu, click Lookup Values > Alternate Email Types.
  2. Click New Alternate Email Type.
  3. For Display Name, enter the type of email that personnel are associated with.
    Church, Diocese, Preschool
    Note: These types apply across all personnel, so don't get too specific, like Pastor's Office or Jill's Group.
  4. Click Save.

You can use the email types you set up when you add alternate emails for your personnel.

Add an Alternate Email for Personnel

Associate an alternate work email address with a personnel record.

  1. In the navigation menu, click Communications > Alternate Emails.
  2. Click New Alternate Email.
  3. For Contact, select the personnel record.
    Important: Remember, this should be a church or diocesan staff member, not a non-staff user.
  4. For Alternate Email Type, select the type of email address you're adding.
  5. For Email Address, enter the email address associated with the personnel for the type you selected.
  6. Click Save.

You can use the alternate emails you set up when you email your personnel.

In the New Message Tool, you can indicate what type of email address to send an email to. When you draft your message, select the alternate email type from the Send to drop-down list.
  • Recipients with an email address associated with the selected type will receive the message at that address.
  • Recipients without an email address of that type will receive the message at the email address listed on their Contact record.
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Last updated: October 29, 2024