Alinity V6 – Correspondence Module

For over two decades, Softworks has worked with licensing bodies across the country to manage registrants and licensing easily. With V6, we’ve taken that experience and transformed it with powerful new tools. Alinity V6 is an easy-to-use, more streamlined experience for easier association and license management.

Part of Version 6 Alinity is the Correspondence module. It replaces the usual export-based method of emailing registrants found in other software with a fully-integrated, self-contained emailing service that can be tailored to your individual needs.

Easy, Beautiful Correspondence.

Being able to quickly and efficiently communicate with your registrants, committee members and other staff or stakeholders is critical for licensing bodies. The Correspondence module allows you to do exactly that. Alinity V6 allows you to easily send out mass, templated emails to large lists or specific, targeted correspondence meant for smaller audiences. The features of the new Correspondence module include:

  • Text Messaging Support
  • Richly Formatted Email Templates
  • Merge Fields
  • Recipeint Lists
  • Correspondence History and Scheduling
  • Automatic Controlled Distribution
  • Fully CASL/Anti-spam Compliant

Text Messaging Support.

The Alinity V6 implementation allows professional associations and regulatory bodies to communicate with registrants using text messaging. This approach is preferred by many younger registrants who perform most web-based activities on their smart phones and may not in fact, use computers at all. By sending a text with an embedded link, the registrant can click to complete an online form or read an important message without needing access to a computer.

Richly Formatted Email Templates.

Correspondence Module (4)The Correspondence module lets you to create beautiful, richly formatted email templates within Alinity itself. There’s no need for exporting! Images, fonts, colors and other advanced formatting options are supported. Templates can be saved for reuse and copied to create similar templates. Registrants to be included in the mailing are then selected and the resulting email documents are stored into the registrants’ document area. Attachments are fully supported and email distribution can be scheduled in advance, which is particularly useful for renewal notices.

Merge Fields.

One of the most important features of the template editor is the ability to include merge fields such as name, license type, permit expiry date and more. These are selected from drop-down lists and positioned directly in the text in much the same way as you may have previously done in Microsoft Word™ or Outlook™. Alinity V6’s merge fields also support personalized links that direct registrants to a specific target destination such as an application form, renewal or profile update.

Recipient Lists.

In addition to selecting registrants individually, you can save previous selections as distribution lists. You can also create smart-lists which apply a query to select recipients for mailing. This way you can target “all active registrants who have not renewed” or “registrants on the XYZ committee” and so on.

Correspondence History and Scheduling.

In many association management prorams, email lists need to be exported as text or CSV files. These files then have to be imported and processed with a 3rd party tool like Microsoft Outlook™ to actually send the mail. The resulting mail messages aren’t recorded in the registrant history, which can make tracking communications with your membership difficult.

Alinity V6 changes all that. By creating an integrated email module for our software, a complete and searchable archive of email is maintained. This way you can be sure email is being sent out to registrants in accordance with your organizations individual needs. It’s also exceptionally useful for communications auditing.

Controlled Distribution.

Sending large volumes of email through a single account can be problematic, even if it’s from a professional organization. It is easy to be black-listed if you appear as a spam distributor to email monitoring services. Once your account is flagged, email sent from it is automatically blocked or routed to junk mail folders. Reversing the classification can be very difficult and time consuming.

Alinity V6’s Correspondence module eliminates these risks by interfacing with a mail distribution service that carefully sends email at a rate calculated to be acceptable to the monitoring services. This means large email batches may be sent over a period of day when you first start up with the system. The per-hour limits are gradually increased as the reputation (a score algorithmically derived by monitoring services) of your sending account increases. The entire process is automatic and doesn’t require tuning or adjustment of your configuration. A specially designed batch-mail management screen allows you to monitor your outbound mail and to review messages already sent.

Fully Compliant with CASL/Anti-Spam Legislation.

Correspondence Module (3)In addition to a robust distribution method, the Correspondence module also fully complies with Canadian and US anti-spam legislation that requires recipients be allowed to opt-out of some classification of mailings. This is supported through email-preferences. Where a message is in a category allowing opt-out, a link is included where the registrant can update their preferences. Note that opt-out does not typically apply to messages that are critical to maintaining licensure, such as renewal notices. For those classes of mailing it is best practice to include a mandatory declaration as a condition of the license/permit explicitly allowing your College to use email to distribute such messages.

Additional Information.

Like all modules in Alinity Version 6, the Correspondence module is fully web-based and mobile-device compatible. No installation is necessary. All Alinity V6 modules run equally well on PCs, Macs, smartphones and tablets by applying responsive web design that dynamically changes layouts to fit various screen sizes.

Alinity V6 Association Management Software.

Best Practices Made Better.