The way you send mandatory emails has changed on September 10, 2024. This page has details of the changes including action items to be completed by account administrators.
Availability
The Mandatory Messages option is available on Envoke's Professional billing plan.
Sending mandatory emails
Mandatory Messages are emails that your contacts must receive, even if they have unsubscribed from your optional communications. Mandatory Messaging is for situations where recipients are obligated to receive messages from you — often as required by legislation or internal contract.
Envoke's mandatory consent setting lets you differentiate between opt-in and mandatory consent to send email, and control which of your subscribers will receive Mandatory Messages.
Opt-in consent is controlled by your contacts on a self-serve basis: contacts can unsubscribe from opt-in messages at any time.
Mandatory consent is managed internally. Contacts can request to be removed from Mandatory Messages—an administrator must review these requests and remove the mandatory consent designation if approved.
Enabling the Mandatory Message functionality
Envoke’s Mandatory Messaging functionality is enabled upon request by contacting Envoke support. You can start a support chat anytime you are logged into your account.
Provide the reason why contacts need to receive Mandatory Messages
Anyone sending Mandatory Messages with Envoke must provide the contractual or regulatory reason that requires or allows you to send mandatory emails from which recipients cannot opt-out.
You must also provide a link to an online document that verifies this reason. An example might be a link to your terms of service, or to the regulation that requires or allows you to send mandatory messages. The reason and link you provide will be shown in the footer of any mandatory emails you send.
Example:
This organization describes why they send Mandatory Messages and includes a link to the document verifying that reason:
As a member of the College of Nurses of Ontario you are required to receive mandatory member emails.
From the account settings page:
go to the mandatory content tab,
fill out the description field and
click save.
This description is displayed in the footer of emails.
Designate contacts as mandatory message recipients
Only contacts who are designated as mandatory message recipients can be sent mandatory emails. This designation is different than the opt-in consent setting that contacts can manage self-serve.
New contacts:
There are two options to ensure new contacts who are added to your account are designated as mandatory consent recipients.
Option 1:
If everyone in your account should always receive mandatory messages then you should enable the "Apply mandatory consent to newly created contacts" setting on the account settings page. This will ensure that every new contact will automatically be designated as a mandatory content recipient.
Option 2:
If only some of newly added contacts should receive mandatory messages then, as you import contacts, you need to designate them as mandatory content recipients during the import process. The screenshot below is from the import settings page:
Existing contacts:
You can designate exiting contacts as mandatory message recipients in bulk using the Group Edit option or update their mandatory consent manually on the contact details page as shown below.
Sending mandatory messages
Select the Mandatory Content option on the Recipients tab of the message editor. This will select all contacts who are designated to receive mandatory messages.
Request to be removed from receiving mandatory content
When mandatory message recipients click the "update email settings" link in the footer of emails they are taken to a page that is different from the email preferences page for opt-in subscriptions.
The mandatory consent management page has no reference to opt-in content and contacts cannot self-serve unsubscribe.
Contacts have an option to request removal from mandatory messages, for example if they moved, retired or an incorrect email address is used.
This is not a self-serve unsubscribe; an email is sent to account administrators when a request is submitted and they need to approve the request.
This option is designed to encourage contacts to communicate their issues to you rather than reporting your emails as spam.
Designating who receives notification emails
On the account settings page you can designate which administrator user(s) receive email notifications when a contact requests to be removed from mandatory emails. By default all administrators receive the alert.
This is an example of an email notification when a contact requests to be removed from mandatory emails.
