IN BRIEF
The Email Blast Opt-In feature ensures that families explicitly consent to receiving non-transactional email communications sent through iClassPro. This article explains why opt-in is required, how families can manage their opt-in status through the Customer Portal, how staff can update opt-in settings in the Office Portal, how changes are tracked in the audit log, and which reports can help review opt-in and opt-out activity.
Overview
Before a customer can receive messages sent through the Email Blast tool, they must first opt in to receive Email Blasts. This opt-in applies to general and informational emails sent by staff and is separate from required transactional emails, such as enrollment confirmations and receipts.
The Email Blast Opt-In feature helps businesses manage customer communication preferences while supporting compliance with email and marketing regulations.
Why Explicit Opt-In Is Important
Obtaining explicit customer consent before sending Email Blasts is important for several reasons:
- Customers are more likely to recognize and open emails when they know messages are coming from your business.
- Customers are less likely to mark emails as spam, which helps prevent future messages from becoming non-deliverable.
- In some countries, privacy and marketing laws require express consent before sending promotional or informational emails.
Important Note: All Email Blasts sent from iClassPro include an Unsubscribe link. Selecting this link directs the customer to the Customer Portal, where they must confirm their decision to unsubscribe.
Step-by-Step Instructions
Customer Opt-In via the Customer Portal
When a family creates a Customer Portal account for the first time, they are prompted to choose how they would like to receive email communications.
Available options include:
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Yes, please send me emergency notifications and informational emails
- Selecting this option opts the customer IN to receiving Email Blasts sent from iClassPro.
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No, I only want to receive transactional emails such as enrollment confirmations, receipts, and statements
- Selecting this option opts the customer OUT of receiving Email Blasts sent from iClassPro.
Updating Opt-In Status for Existing Accounts
Customers with an existing Customer Portal login can update their opt-in status at any time:
- Log in to the Customer Portal.
- Navigate to My Account > Account Information.
- Select the email address they want to update.
- Change the Email Blast opt-in preference as needed.
Staff Opt-In via the Office Portal
If a customer provides consent to receive Email Blasts outside of the Customer Portal (for example, in person), staff members can update the opt-in setting on the family’s behalf.
To opt a family in through the Office Portal:
- Open the family record.
- Edit the guardian’s email information.
- Select Subscribe to E-Mail Blast.
- Save the changes.
This option should only be used when the customer has explicitly agreed to receive email communications.
Tracking Changes in the Audit Log
Every opt-in and opt-out action is tracked in iClassPro’s audit log. This creates a record of:
- Who made the change.
- When the change occurred.
- Whether the action was an opt-in or opt-out.
Audit log entries allow businesses to verify consent history and review communication preference changes when needed.
Helpful Reports
Several reports can help review family records and email opt-in status.
Finding New Family Accounts
To locate families created within a specific timeframe:
- Use the Family Phonebook Report (FAM-2).
- Apply the following filters:
- Families Created From
- Families Created Until
This report returns:
- Guardian names
- Physical address
- Phone number
- Primary email address
Finding Families Who Have Unsubscribed
To identify families with at least one email address opted out of Email Blasts:
- Use the Family Email List (FAM-3).
- Set the Email Opt-In Status filter to Only Emails that have Opted OUT.
This report returns:
- The primary guardian on the account
- The email address or addresses that have been opted out
Troubleshooting & FAQs
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Why is a customer still receiving transactional emails after opting out of Email Blasts?
- Opting out of Email Blasts only applies to non-transactional communications. Transactional emails, such as receipts and enrollment confirmations, are still sent.
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Can staff opt a customer back in after they unsubscribe?
- Yes, but only if the customer has explicitly provided consent. Staff can then select Subscribe to E-Mail Blast in the family record.
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How can I verify when an opt-in or opt-out occurred?
- All changes are recorded in the audit log, including the date and the user who made the change.