Workflow Guide: Mailing List

The new MRZC Mailing List is in a different web-based system, outside Squarespace, called MailChimp.

Overview: Two Lists at MailChimp

Screenshots
Mailing List Sign Up Form
Mailing List Sign Up Form

The Mailing List sign up form on the MRZC web site collects user info and syncs it directly to the main MRZC Mailing List at MailChimp. A few fields are hidden from the form, pertaining to membership status and payment arrangements.

MRZC's Two Lists at MailChimp
MRZC's Two Lists at MailChimp

We use two lists at MailChimp: a Transfer list for capturing mailing list sign-ups coming in through the Squarespace checkout and donation forms, and the main MRZC Mailing List, which also serves as the Membership database. Sign-ups that come in through the form on the Mailing List page go directly into the main MRZC Mailing List.

MRZC's Transfer List at MailChimp
MRZC's Transfer List at MailChimp

For temporarily holding "join" requests coming in through Squarespace checkout and donation forms. Includes only First name, Last name, and email address fields.

Main MRZC Mailing List at MailChimp
Main MRZC Mailing List at MailChimp

The main MRZC Mailing List at MailChimp, which doubles as the membership database. The list is segmented into Members and NonMembers.

Overview: How do users sign up?

Screenshots
Mailing List Sign Up Form
Mailing List Sign Up Form

The Mailing List sign up form on the MRZC web site collects user info and syncs it directly to the main MRZC Mailing List at MailChimp. A few fields are hidden from the form, pertaining to membership status and payment arrangements.

Checkout Page
Checkout Page

Checkout page for fee-based registrations, showing registration options and the "Join our mailing list" checkbox. If checked, user's name and email are automatically sent to the MRZC Transfer List at MailChimp.

Donation Form: Billing Info
Donation Form: Billing Info

After selecting an amount to donate, users are taken to a secure form to enter billing info, including mailing address. This form includes the "Join our mailing list" but it is unchecked by default. If checked, user's name and email are automatically sent to the MRZC Transfer List at MailChimp.

Membership: Single Payment: Billing Info
Membership: Single Payment: Billing Info

Single Payment Membership Donations billing info page. This form includes the "Join our mailing list," which is unchecked by default. But all members need to be added to the list since it doubles as the membership database. If checked, user's name and email are automatically sent to the MRZC Transfer List at MailChimp; if unchecked, the member & donation info must be handled manually.

Membership: Monthly: Plan Created Confirmation
Membership: Monthly: Plan Created Confirmation

A confirmation email is sent to the donor confirming the payment plan. This email is not a receipt for payment. It includes a link to manage their plan at MoonClerk.

Membership: Monthly: Notification of Plan
Membership: Monthly: Notification of Plan

Notification that a monthly membership plan has been created is sent to support@mountainrainzen.org. It includes plan details and should be forwarded to the membership and ML Manager, to add them to the list

Collect User Input

Mailing list sign-ups come from three places, with slightly different procedures for managing each.

  • Mailing List Sign Up Form on MRZC web site
    • Includes all fields except those that are used to manage memberships, which are hidden
    • Sends user input directly into the main MRZC Mailing List at MailChimp
       
  • Checkbox on fee-based event registrations and one-time donations
    • Simple "Join our mailing list" checkbox on the checkout form
    • Automatically syncs name and email address to the Transfer List at MailChimp
       
  • Checkbox on recurring donations
    • Simple "Join our mailing list" checkbox on the checkout form
    • Does NOT automatically sync to the Transfer List at MailChimp
    • But sends "join" request with Donation Notification email to support@mountainrainzen.org

Process Mailing List Requests

Registrations and One-Time Donations

Not including single-payment membership donations

If Join checkbox on checkout form is checked:

  • User name and email address automatically sync to the Transfer List at MailChimp
  • ML Manager receives an alert from MailChimp (set this up at MailChimp)
  • ML Manager copies user info into main MRZC Mailing List

Single Payment Membership Donations

If Join checkbox on checkout form is checked: As above.

If (and in case) Join checkbox on checkout form is not checked:

  • The person managing donations needs to check incoming donations for "membership" as the name of the fund 
    • This information is not in the Notification email for non-recurring donations
    • But it is in the donation record at MRZC@Squarespace > Commerce > Donations
    • If a membership donations arrives, this info needs to be sent to the ML Manager

Recurring Donations (MoonClerk)

If checkbox on donation form is checked:

  • Support forwards Notification email to ML Manager
  • ML Manager copies user info into main MRZC Mailing List

If checkbox on donation form is not checked:

  • Support forwards Notification email to ML Manager
  • ML Manager uses simple process to request permission to add them to the main MRZC mailing list
  • ML Manager copies user info into main MRZC Mailing List
  • ML Manager adds user to the Members Group, under Membership Status