Opportunity Response Notification
The Opportunity Response Notification sends to Participants that responded to an Opportunity.
- Frequency: Every 15 minutes, depending on how you set up your individual schedule during Implementation). Some are set to run from 8 AM to 6 PM daily from Sunday to Saturday, while others may run 24 hours. To check this schedule on your server or to change the schedule, contact Support.
- Recipients: Any Participant with Response and with the Response Message Sent field set to No. If you selected Send to Heads, the notification sends to Contacts who are Heads of Household in the Respondent's Household. You can include Heads of Household associated with Other Household when you set Send to Heads to Yes, the Heads of Household associated through Other Household have Household Type "Non-Custodial Parent", and the relationship is active with no end-date.
- From/Reply To: The Opportunity's Primary Contact. If the Primary Contact's email address is outside your Church's domain (for example, they don't have a church-issued email address), the Opportunity uses the From field on the Message Template. If the Template's From field is outside your Church's domain, it uses platform@churchname.com. We recommend you update the Email Address on the Template.
- Contents: An Opportunity-specific email giving respondents additional information about the Opportunity.
- How to Stop:Remove the message from Response Message in the Opportunity record.
- Method for Sending: MinistryPlatform.
- Logging in Messages: Daily. MinistryPlatform copies the Template Message and logs Recipients. In the Opportunity Response record, Response Message Sent is set to Yes.
- Configuration Settings: None.
- Merge Fields Supported:
- Subject & Body: [Nickname], [Opportunity_Title].
- Body only: [Email_Address], [Mobile_Phone], [Opportunity_Title], [Opportunity_Date].
- Initial Configuration: Create a message and set it as the Response Message on the Opportunity record.
- Optional Configuration: None.
Note: MinistryPlatform stores the email used to respond in the Portal in the Response record's Email field (under website submission). It doesn't matter how the respondent was added to the Opportunity. The email sends if there is an email on file.
Opportunity Fields
When you create an Opportunity, you can set up response emails using these fields.
- Response Message: Use this field to set an email to send to a respondent no matter how you add someone to an Opportunity. If you add a message to this field, respondents receive an email as long as they have a Response.
- Close Responses: Use this field to automatically close responses and add Info Sent to the Response Result field.
Response Fields
- Response Message Sent: This tracks if MinistryPlatform sent the response email. The routine runs every 15 minutes.
Other Notes
- Templates: You can use the same Template for various Opportunities. Each Opportunity does not have to have its own Template.
- You can use an inactive Template.
- Attachments do not send with the Message.
- You can send links to publicly downloadable files.
- Future Opportunities Only: You can't send Messages to past Opportunities. If someone responds to the Opportunity after the Opportunity Date, MinistryPlatform does not send a Response Message.
- Default Contact: If the Respondent is the Default Contact, the Message sends to the email they provided in their. You can find this in the Email field of the Response record.
- If you set Send to Heads to Yes and the Response record to Default Contact, the notification can't identify a Head of Household and will not send an email to the Head of Household.
- We recommend reviewing and cleaning up and clearing out any unassigned Responses daily. Or, send the Opportunity Sign Up Communications Snippet to encourage the respondent to log in to respond and reduce Default Contacts.
- No Email: If the respondent did not enter an email, then the message doesn't send until there is an email in the Respondent's Contact record.
Opportunity Response Troubleshooting
If you receive an Opportunity Response Notification Not Sending error message, try the following:
- Submission time: Did you submit the record within the last 15 minutes? The Notification may not have had time to run yet.
- Notification Sent: Is the Notification Sent field on the Response set to No? This field must be set to No to send.
- Response Message: Did you enter the appropriate message the Response Message field? The message does not need to be a template.
- Response Record Email: Is the Email on the Response record, under Website Submission, a valid email address? Is the Response connected to the appropriate Contact? To send, you must have either a valid email address on the Response record or the connected Contact record.