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Assuring a high-level of email deliverability

VolunteerMatters sends automated email communications and also allows you to manually send invitations, reminders, and general bulk emails.  In order to ensure the emails sent through our system have the absolute best chance to reach the intended recipient, we have the following recommendations:

(1) Assure you set your default from email address in VolunteerMatters to an email address using your organization's domain name.  For example, do not use an email address @AOL.com, @yahoo.com, or a local cable provider like @charter.net or @comcast.net, or @bellsouth.net.

(2) Make sure you have the correct email addresses on record for your volunteers.  If the individual's email address is empty, improperly entered, or has changed, the contact may not have been sent a message (if no email) or have received your message. Please verify the email address of the individual.

(3) Your volunteers likely use SPAM or Anti-virus software that may have mistakenly block emails.  This could include software running on the individual's computer, their company's network, or their email provider's network. This is often the culprit for missing emails. If they find that they are not receiving emails, ask them to please check their spam folders.  You should ask that they add any emails originating from volunteermatters.com, closerware.com, or your organization's domain name to be accepted as a valid sender and/or contact address.

(4) VolunteerMatters sends out emails identifying your organizations email address (volunteer-coordinator@yourdomain.com) as the "from" address. The VolunteerMatters servers will send out emails that assert they are "from" yourdomain.com. When these messages are received by your volunteers' mail servers they may want to check that the VolunteerMatters' server has been given permission to send mail on behalf of yourdomain.com (Otherwise it may assume it's spam). To "check for permission" they query your domain's servers (DNS servers) for a specific type of record that lets them know who has permission to send email on behalf of your domain. This record is called an SPF record. More than likely your DNS servers are managed by the same company through which you have your domain name registered.  For example the following are the some of the largest domain name registrars in the US:  GoDaddy.com, enom.com, NetworkSolutions.com, and Register.com.   You may contact your registrar directly for support on how to add an SPF record.  Regardless of how it is entered, the resulting text entry should read as follows:

v=spf1 a mx include:sendgrid.net ~all

The following providers have public articles providing help on adding an SPF TEXT record for their customers.

GoDaddy
http://support.godaddy.com/help/article/7926/adding-or-editing-spf-records
(Answer the prompts as best you can. This will result in the addition of a text file. You can then edit the TXT file directly to make sure the entry reads as instructed above)

Enom
http://www.enom.com/help/faq_hostrecords.aspx

Network Solutions
http://www.networksolutions.com/support/how-to-manage-advanced-dns-records/

 

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