How to Send Broadcast Emails

Methods: There are two ways to use email to broadcast to your audience: HELEN and Convio. The chapter gets two broadcast emails per month, as do each individual group within the chapter. HELEN offers a text-only email, and allows you to track in each person’s profile that you contacted them. It is a very quick solution to your email needs, and can be done by any HELEN-trained admin. Convio is an HTML-based (web) communications system, allowing formatting and photos; Convio automatically tracks and updates the HELEN database on a weekly basis. Convio use can only be done via one of three chapter Convio admins.
Restrictions: There are restrictions on your use of HELEN and Convio for sending emails to members. The rules are here: http://action.sierraclub.org/site/PageServer?pagename=Chapter_Resources_Email_Policy. HELEN use of email distribution counts the same as Convio distribution, meaning you don't get to use HELEN emails more or in addition to the Convio emails you send (and vice-verse). No individual should receive more than two non-subscription or “opt-in” based emails per month from an entity (National, Field, Chapter, or Group).
To use HELEN for emails: http://clubhouse.sierraclub.org/people/members/helen/how-to/email-policy.aspx
Write your email in the email section of HELEN, then identify your distribution list in HELEN. In the "outputs" area, choose your email from the list, and then click the "contact" button to log that you contacted them via email. This form of email tracks who you contacted, and is a text-only, no-formatting email.
To use Convio for emails, action-alerts, et cetera:

General information: http://action.sierraclub.org/site/PageNavigator/online_home

3 steps to create a Convio message: 1) Schedule; 2) Complete the worksheet; 3) Submit. http://action.sierraclub.org/site/PageNavigator/Documents/20111003_RMC_Convio_Admins_Support_JR.html. ßGO HERE.
Sending a message: The RMC has just three Convio administrators for all chapter AND group entities. To simplify the workload and time-investment on these three admins, and to make the process straightforward for you, the chapter’s practice about requesting a Convio email, action-alert, et cetera, is to use the “RMC Convio Admin Support” instructions (a simple worksheet-based submission- see “3 steps” above). You answer the questions we need to get it done for you. Once you’ve completed a worksheet, send it to the three chapter Convio Admins: , along with any photos to be used. Please follow the scheduling guidelines therein. National Sierra Club will not process group worksheets- DO NOT send worksheets to . 7 or more days of prior notice is desired, since two of the three RMC Convio admins are volunteers.

Groups: If your group has not already gotten set-up on the Convio system, you need to start by sending an email to San Francisco Convio support staff (, and cc: ) requesting to get set-up. They will inform you of anything they need (such as an appropriate “@sierraclub.org” email address to use, and any stationery header graphic).
Convio tracking: After your message is distributed, request tracking statistics from any of the chapter's Convio admins. You will see figures representing things such as "open rate," and "actions taken."