Here are some helpful tips, best practices and recommendations to ensure a successful rollout for your email campaigns and maximize user engagement.
For more information on setting up emails, please see Email Templates.
Pre-Activation Announcement
(1 Week Before Go Live)
Send a proactive email to all users informing them that they will soon receive an email to activate their Calculus account. This helps set expectations and prepares users for the upcoming activation process.
If your institution is migrating from another system, please notify users that Calculus has replaced (the old system). It's crucial to update their information in the new system to ensure accurate tax reporting.
Activation Email
Clearly outline the steps users need to take to activate their accounts with Calculus. Include the activation link and emphasize that it expires after 24 hours for security reasons. If they miss the activation window, they can use the "Forgotten Password" option to reset and activate their account at a later time.
For users logging in with your institution SSO - the activation link should be removed and replaced with: https://calculus.sprintax.com/secure/
Activation Reminder (For Non-Activated Users)
Utilize the selection in the activation email window to send a reminder to only non-activated users, emphasizing the benefits of activating their Calculus account and providing the activation link again.
Reminder for Incomplete Accounts
Utilize the Dashboard Overview or User List Filters to see which users are missing info. Send a targeted email reminding them to fill in any missing details. Emphasize the benefits and requirements of users activating and completing their Calculus account to ensure timely payment and accurate taxation.
Personalization
Customize your templates with your institution details and signature. Include contact information if the recipient has questions or needs clarification about the deadlines or the tasks.
Info: Institutions can request to mask the email noreply@sprintax.com to include your institution name or abbreviation. Contact your Account Manager or Tax Specialist for assistance.
- Ensure activation and reminder emails have clear calls-to-action (CTAs) that direct users to take the necessary steps.
- Add deadlines that convey urgency For example, Action Required by [Date], Response Needed By [Date] or Deadline Approaching.
- Provide the activation or sign in link in the emails for easy access.
- Institutions can set up a mailbox under Administrators to be copied (cc'd) on all email correspondence.
Testing
Test different email subject lines, content variations, and sending times to identify the most effective combinations.
Timing
Schedule emails strategically to optimize engagement, such as sending reminders during peak user activity times.
Automation
Once you’ve tested email campaigns, you can update Calculus Settings for the emails to automatically be sent to uploaded users.
For more information please see System and Security Settings.