Batch Operations

Available Batch Operations

📧Account Review

Send comprehensive account statements to members showing their financial activity, pledges, payments, and current balance for a specific date range.

Use Case: Year-end statements, quarterly reviews, or pre-campaign account summaries

💳Pledge Follow-up

Send reminders to members about outstanding pledges and unpaid commitments within a specified date range.

Use Case: Monthly pledge reminders, campaign follow-ups, or payment request communications

🧾Tax Receipt

Generate and send official tax receipts for all payments made within a specific date range, formatted for tax deduction purposes.

Use Case: Year-end tax documentation, quarterly receipts, or donation acknowledgments

Select Operation Type choose

Choose the type of communication you want to send to multiple people. Each operation type serves a different purpose and includes specific information.

Browse Available Operations: View all batch operation types with descriptions
Operation Details: Each operation shows its purpose and what information it includes
Select Operation: Tap on the operation card to proceed to recipient selection
Date Range Operations: Some operations require date ranges (Account Review, Pledge Follow-up, Tax Receipt)

Email Requirement

All batch operations require recipients to have valid email addresses. People without email addresses will be automatically excluded from selection.

Choose Recipients select

Select which people should receive the communication. The system automatically filters out people without email addresses and provides tools for efficient selection.

View All People: See complete list of people in your database
Search & Filter: Quickly find specific people using the search function
Individual Selection: Tap checkboxes to select or deselect specific people
Select All: Use the "Select All" button to choose all eligible recipients at once
Selection Counter: See how many people are currently selected
Email Validation: People without email addresses are disabled and cannot be selected

Smart Filtering: Automatic exclusion of invalid recipients

Quick Search: Find people by name instantly

Batch Selection: Select all or none with one tap

Visual Indicators: Clear display of selection status

Review & Execute confirm

Review your selections and operation details before executing. The system provides time estimates and allows you to make final adjustments before processing begins.

Review Recipients: See complete list of selected people with contact information
Date Range Display: Verify date ranges for operations that require them
Processing Estimate: View estimated time for batch completion
Confirmation Dialog: Final confirmation before starting the batch process
Background Processing: Operations run in the background, allowing you to navigate away
Progress Tracking: Real-time progress updates showing current person being processed

Important Processing Notes

Keep the app open and connected to the internet during processing. You can navigate to other pages, but don't close the app. Processing time depends on the number of recipients and includes rate limiting to ensure reliable delivery.

View Results complete

After processing completes, review detailed results showing successful deliveries, failures, and any issues that occurred during the batch operation.

Success Summary: See total number of successful operations
Failure Details: View list of any failed operations with reasons
Individual Results: Check status for each recipient
Error Messages: Detailed error information for troubleshooting
Retry Failed Items: Option to retry failed operations individually
Audit Trail: All batch operations are logged in the audit system for tracking

Complete Transparency: Full visibility into operation results

Error Recovery: Retry capabilities for failed items

Audit Integration: Automatic logging of all operations

Result Export: Results available in audit system

Pro Tips & Best Practices

Email Address Maintenance:

Regularly update and verify email addresses in people records
People without email addresses cannot receive batch communications
Check the disabled recipients list to identify who needs email addresses added

Date Range Selection: For operations requiring date ranges (Account Review, Pledge Follow-up, Tax Receipt), choose dates carefully. Year-end tax receipts typically use January 1 to December 31 of the tax year. Account reviews can use any meaningful period like fiscal quarters or campaign dates.

Processing Time Management:

Batch operations include rate limiting to ensure reliable email delivery
Expect approximately 5 emails per minute (12 seconds per email)
Large batches (100+ recipients) may take 20+ minutes to complete
Start large batches when you can leave the app open for the duration

Test Before Large Batches: Before sending to hundreds of people, test with a small group (5-10 recipients) to verify the content, formatting, and date ranges are correct. This helps catch issues before they affect your entire community.

Background Processing: While batch operations run in the background, you can navigate to other pages in the app. However, keep the app open and maintain internet connectivity. Don't close the app or let your device go to sleep during processing.

Audit Trail Review: All batch operations are automatically logged in the audit system. Use the audit page to review past batch operations, check delivery status, and retry failed emails if needed.

Retry Failed Operations: If some emails fail during a batch operation, you can retry them individually from the results screen or from the audit system. Common failure reasons include invalid email addresses, temporary server issues, or network problems.

Timing Considerations: Send batch communications during business hours when recipients are likely to check email. Avoid sending large batches late at night or on weekends unless specifically appropriate for your community.