Each quarter, 2 emails are sent out to all volunteers; firstly an initial request for returns (usually towards the end of the quarter), then a reminder a couple of weeks later.

The initial request goes to the Timesheet Recipients mailing list (a “group” in CiviCRM); the Reminder goes to the Timesheet Reminders list.

Refresh the Timesheet Reminders list

IMPORTANT: Before sending out the first mailing, everyone in the Timesheet Recipients list must be copied to the Timesheet Reminders list, as follows in CiviCRM:

  • Under Search → Find contacts, find the group “Timesheet recipients”
  • Add the contacts listed in this group to the group Timesheet Reminders...
  • Select All xx Records → Action: Group - add contacts...

Send out the mailing to the list

  • Navigate to Civicrm –> Mailings –> Sent Mailings

  • Copy a previous Timesheet Mailing (...1 or ...2)

  • Browse down the list of previous mailings to find Timesheet 1 or Timesheet 2
  • On the Timesheet line, under Action (on the right-hand side), Click Copy
  • Edit details of the new mailing, to correct the Mailing Name (Delete “Copy of” and replace old date with the new reminder date) 
  • Click > Next then...
  • Submit Mailing to send it out.