Filter & Sort Beer Club Emails

Each month there are a range of emails that relate to beer club subscriptions. Some of these are as follows:

- cancellation emails

- change of details emails

- update credit card emails

- SMS sent emails

- expiring credit card emails

- failed / successful transaction email reports

- expiring beer club subscriptions emails

- customer enquiry emails sent to the beer club email address

For a list on the dates in which certain emails are sent refer to this page.

Email Set Up

So that this inbox does not become overfilled and hard to manage, the emails are sorted based on subscription type (Starter, Enthusiast, Crowd Pleaser) or if the email is related to an emailed report

Under the main beer club email folder there are subfolders, this is what each one is used for:

Main Beer Club Folder: [stores the current months changes for all packs until sorted into the sub folders below]

Sub Folder: 1. Half Dozen (Starter) - Change in Process [stores the current months changes for Starter packs]

Sub Folder: 2. Dozen (Enthusiast) - Change in Process [stores the current months changes for Enthusiast packs]

Sub Folder: 3. 24 Pack (Crowd Pleaser) - Change in Process [stores the current months changes for Crowd Pleaser packs]

Sub Folder: 4. Expert Pack - Change in Process [stores the current quarters changes for Expert packs]

Sub Folder: Beer Club Archive [stores each months emails so as to not be crowding the main folders above]

Sub Sub Folder: Month Year

Sub Sub Folder: Month Year

Etc etc.

Sub Folder: Beer Club Reports [has the automated monthly and quarterly email reports] [automated rule]

*Sub Folder: Credit Card Change Emails [contains all credit card change confirmation emails, automated rule]

*Sub Folder: Expired / Expiring Credit Card [contains email notifications for subscriptions that have credit cards that are about to expire or have expired]

*Sub Folder: SMS Notificaitons [contains all SMS notifications sent to customers, automated rule]

Organising Emails Prior to Dispatch

1. Archive any emails that are in the last 3 sub folders above with *, i.e. these do not need to be in the main beer club folder. Remove the label for [email protected] folder and only have the emails in the nominated sub folders.

2. Remove any "duplicate" conversations / multiple emails that relate to the same enquiry/issue/change. Keep on the latest communication for each subscription that has an amendment made to it. The duplicates can go into the Beer Club Archive Folder for that particular year/month (as listed above)

3. Print out each of the remaining emails.

4. Go through the emails and mark on the print outs if they refer to Starter, Enthusiast, Crowd Pleaser or Expert Pack. Create a pile for each beer club type and place in chronological order.

5. File the email into there respective sub folder i.e.

Sub Folder: 1. Half Dozen (Starter) - Change in Process

Sub Folder: 2. Dozen (Enthusiast) - Change in Process

Sub Folder: 3. 24 Pack (Crowd Pleaser) - Change in Process

Sub Folder: 4. Expert Pack - Change in Process

6. Paper clip each pile of printed emails, and place each in their respective hard copy folder.

7. Email sorting process complete. No go to each folder and place the hard copy change in front of each of the corresponding subscriptions. This will be used to double check when the labels are applied.

8. Process complete.